Executive Administrative Assistant
Metabolica Health Inc.
Executive & Personal Assistant to the CEO
Company: Metabolica Health Inc. Location: Old Port, Montréal, on-site, full-time Reports to: Howard Fields, CEO & President Start date: Immediate
About Metabolica
Metabolica Health Inc. is a Montréal-based wellness-science company building precision formulations for metabolic resilience. We design daily products around named probiotic and postbiotic strains and targeted ingredient actives at the doses used in published research. One product for one job. We're pre-launch on a three-SKU consumer line and run a small, senior team out of the Old Port.
About the role
The CEO needs a right hand. This role keeps the calendar moving, the books clean, the travel booked, and the personal life off the CEO's plate. You'll work directly with Howard day-to-day and interact regularly with the rest of the core team (operations, science, and external partners: manufacturers, lawyers, accountants, brokers).
The work is split roughly: half executive support and bookkeeping, half personal coordination. You'll need to switch between drafting a wire to a supplier, prepping a flight to Paris, and tracking down a notary's signature, without losing the thread on any of them.
This is an in-person role at the CEO's Old Port office. Hours are full-time, business hours, with occasional evening or weekend availability for travel changes or time-sensitive personal matters.
What you'll do:
Executive support
- Own the CEO's calendar: schedule, reschedule, protect focus time, prep meeting materials.
- Book and manage international and domestic travels: flights, hotels, ground transport, restaurants, visas, including for the CEO's team when needed.
- Draft, send, and triage email on the CEO's behalf. Keep follow-ups from falling through.
- Coordinate meetings with external partners: manufacturers, investors, lawyers, board members.
Bookkeeping & accounting (QuickBooks)
- Maintain day-to-day books in QuickBooks Online: categorize transactions, reconcile accounts, keep records audit-ready.
- Pay suppliers and vendors on time. Track invoices, manage payment schedules, handle expense reports.
- Coordinate with the external accountant on monthly close, GST/QST filings, and year-end.
- Flag unusual spend or cash-flow concerns to the CEO early, not late.
Personal & household coordination
- Manage personal administration: real estate documents, property paperwork, leases and subleases, utilities, household contracts.
- Coordinate communications with the CEO's lawyers, notaries, accountants, brokers, and insurers: Quebec and cross-border.
- Run personal errands and concierge tasks as needed: appointments, deliveries, household vendors, gifts.
- Keep personal and business files organized and findable.
Office operations
- Manage business vendors and service providers.
What we're looking for
Required
- 3+ years as an executive assistant, personal assistant, or office manager - ideally for a founder, executive, or high-net-worth individual.
- Working proficiency in QuickBooks Online (categorization, reconciliation, AP).
- Comfort booking complex international travel.
- Strong written English. Clear, professional, and concise.
- Discretion. You'll see confidential business and personal information. Both stay in the room.
- Quebec residency and legal right to work in Canada.
- High attention to detail. Things don't fall through the cracks.
Strong assets
- Working French (spoken and written). Most of our suppliers, notaries, and Quebec service providers operate in French; many real estate and legal documents are French-only.
- Experience supporting a startup founder or small executive team.
- Comfort with Google Workspace, Slack, and modern admin tooling.
You probably won't like this role if
- You're not comfortable with personal-life tasks alongside business tasks.
- You need a lot of supervision to prioritize.
What we offer
- A direct seat at the table of an early-stage biotech/pharma with a near-term consumer launch and a long-term drug-discovery roadmap.
- A small, senior team, meaning your work is visible and it matters.
- On-site at a quiet office in the Old Port, with a second nearby space (pool, sauna, jacuzzi) the CEO is opening up soon!
- Compensation that matches your experience.
- Working in a healthy, challenging and fun environment while being part of a company that is focused on making a positive difference.
Vacancy posted 1 day ago
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