Über
About the role: As an Administrative Assistant at Estateably, you'll play a key role in supporting our Human Resources and Finance functions. This is a hands-on position where you'll work closely with the Senior HR Manager and cross-functional teams to keep day-to-day operations running smoothly. If you have a service-first mindset, a strong sense of ownership, and are highly organized, this role offers a meaningful opportunity to grow within a fast-moving, high-impact company.
What you can expect: HR Operations & Support:
- Support efficient workflows across HR functions.
- Maintain accurate, organized, and confidential employee files and documentation.
- Update and manage employee data in the HRIS throughout the employee lifecycle.
- Assist with hiring activities, including resume screening, interview scheduling, candidate communication, and offer letter preparation.
- Support performance review cycles by launching reviews and preparing performance review documentation.
- Respond to employee inquiries, escalating issues when appropriate.
- Assist in documenting HR processes and identifying opportunities for operational improvement.
- Compile and organize data for internal HR and payroll reports.
- Maintain updated content on the HR public database for employees, including Employee Handbook and other guides.
Administrative & Office Operations
- Maintain an accurate inventory of company equipment, coordinating the receipt of new equipment deliveries, and managing the shipment of equipment to new employees.
- Coordinate online purchase and delivery of office supplies.
- Organize in-office team lunches, meetings, and employee gatherings.
- Manage incoming correspondence and ensure it is forwarded to the appropriate team members.
- Support general office needs, maintaining active communication with the building management team.
- Coordinate procurement and logistics for conferences and events (flights, travel accommodations, shipment of materials).
Bookkeeping & Financial Administration
- Record and organize financial transactions accurately and in a timely manner, ensuring completeness and proper documentation.
- Organize financial records, including invoices, contracts, and supporting documents.
- Review and reconcile employee health benefit invoices against payroll deductions, identifying and resolving discrepancies.
- Perform monthly reconciliations of accounting records, including verifying balances and supporting documentation.
- Support month-end close activities by preparing schedules, reports, and reconciliations as required.
- Support internal controls, policies, and financial procedures across departments.
Desired Skill Set:
- Exceptional organizational skills with strong attention to detail.
- Clear, professional communication style with a friendly and approachable tone.
- Advanced English fluency (written and verbal) for collaboration across regions.
- High level of discretion and sound judgment when handling confidential information.
- Tech-savvy and comfortable learning new tools and systems quickly.
- Proactive, solution-oriented mindset with a strong sense of ownership.
- Comfortable juggling multiple priorities in a fast-paced, evolving environment.
- Highly responsible, dependable, and able to work independently with minimal supervision.
- Hands-on, with a mindset that no task is "too small" when it contributes to the team's success.
- Strong time-management skills with the ability to anticipate needs and stay one step ahead.
- Mature, professional demeanor with the ability to adapt to changing priorities.
- Collaborative, service-driven attitude with a team-first mindset.
- Previous experience as an Executive Assistant or in a similar administrative support role is considered a strong asset.
- Post-secondary education in Business Administration, Human Resources, Accounting, or a related field (preferred).
Why Estateably: Over the next 25 years, more than $60 trillion will be transferred between generations— yet professionals and the families they serve are wholly underserved in their tools to navigate the estate and trust administration process. Estateably was founded to change that.
Here's why you'll want to be part of it:
- Massive market opportunity: We're tackling one of the largest wealth transfers in history, in an industry overdue for transformation.
- Rapid growth and adoption: Since launching in 2021, we've become the fastest-growing estate and trust platform in North America, serving 1,000+ firms across Canada and the U.S.
- Real problems, real impact: Our platform helps fiduciaries handle complex, sensitive workflows that directly affect professionals and their practices.
- Bold, ambitious vision: We're not here to make small improvements—we're rethinking how the industry works from the ground up.
What our team has in common:
- A hunger to learn fast and continuously.
- High ownership and accountability for results.
- A can-do, solution-oriented mindset.
- Strong collaboration skills and a team-first attitude.
- Comfort with change and fast-paced environments.
Perks & Benefits:
- Flexible hours & remote work.
- Participation in our company Employee Stock Option Plan.
- Yearly bonus based on performance.
- Full participation in our company's group health, dental, and virtual medicine plans.
- Wellness Benefit.
- Computer equipment.
Please note: This position requires advanced English proficiency (written and verbal) to effectively support team members located outside of Quebec and in the United States. This role is intended for candidates based in the Greater Montreal area. The position follows a hybrid work model, with the expectation of working from our Montreal office one day per week.
Sprachkenntnisse
- English
Hinweis für Nutzer
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