Organizational Assistant

 
JOB POS CODE: SKY006-Organizational Assistant 
Job Title: Organizational Assistant 
Location: Remote (Based in  Montreal - Canada) 
 
About the Role: 
 Caspian Holding is seeking a detail-oriented and proactive Organizational Assistant to support the Board of Directors and the CEO in day-to-day operational coordination and strategic execution. This role is ideal for someone who thrives in fast-paced environments, has a strong grasp of organizational processes, and is passionate about driving results through efficient support, documentation, and follow-up. The assistant will be responsible for minute-taking, KPI tracking, internal coordination, and organizational reporting, with a strong emphasis on communication, discretion, and structure. 
About the Company: 
 Caspian Holding is a dynamic business group composed of multiple companies operating in the construction industry, emerging technologies, and startup development. Our mission is to lead innovation across traditional sectors by integrating cutting-edge solutions and fostering new ventures. We are a growing team driven by purpose, progress, and execution. If you are passionate about organizational excellence and supporting executive leadership in meaningful ways, this is the opportunity for you! 
  
Main Goal of this Role: 
Meeting Support & Documentation: Accurately record meeting minutes during board sessions, summarize discussions, and organize documentation. 
KPI Monitoring: Follow up on key performance indicators (KPIs) for managers and the CEO to ensure alignment with company goals. 
Coordination: Serve as a central point of contact to facilitate communication and coordination among departments and board members. 
Process Reporting: Design, present, and follow up on internal reports, workflows, and organizational processes using tools like Microsoft Visio and BPMN. 
Executive Support: Handle general assistant responsibilities such as scheduling, document preparation, and internal communication for the CEO and Board. 
  
Key Responsibilities: 
Draft and maintain official meeting minutes and follow up on action items. 
Track and report KPIs of executive and management team members. 
Coordinate board-related activities and ensure timely communication with all stakeholders. 
Create visual workflows and organizational reports using Microsoft Visio and Power BI. 
Collaborate with team members to gather data, prepare presentations, and assist in strategic planning. 
Ensure confidentiality and professionalism in all internal communications. 
Assist in preparing internal documents, reports, and presentations for leadership meetings. 
Support general project management and ensure organizational alignment with board priorities. 
  
Required Skills & Competencies: 
Educational Background: 
A Bachelor’s degree in Civil Engineering, Architecture, or other relevant engineering or technical disciplines. Candidates with degrees in Business Administration or related fields will also be considered. 
Experience: 
Experience in executive assistance, internal coordination, or organizational operations is highly desirable. 
Familiarity with reporting, KPI tracking, and strategic alignment. 
Technical Skills: 
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). 
Solid working knowledge of Microsoft Visio, Power BI, and BPMN tools. 
Ability to work with documentation platforms and task tracking tools. 
Personal Attributes: 
Strong organizational and time-management skills. 
Excellent written and verbal communication in English (fluency required). 
High attention to detail and ability to work with sensitive information. 
Ability to work independently and remotely, with a proactive and problem-solving attitude. 
Comfortable working closely with senior executives and board-level stakeholders. 
Language Skills: 
Fluent in English (written and spoken). 
  
Additional Information: 
Position: Contract-Based (Full-time & Freelance), remote role. 
Start Date: As soon as possible. 
Location: full remote collaboration with board members in Canada. 
 
Important Application Process  
Thank you for your interest in collaborating with our motion design team. 
To proceed with your application, please fill out our internal application form. This step is essential and allows us to gather the necessary information and evaluate your skills through a few short tests. Unfortunately, we won’t be able to review your request without a completed form. The form link will be sent to your email address. 
We appreciate your understanding and look forward to learning more about you.