Secretary & Assistant

JOB POS CODE: CH-SEC-003
Job Title: Secretary & Assistant
Location: Remote (Mainly Montreal time zone; some overlap with Iran hours preferred)

 
 About the Role

Caspian Holding is seeking a proactive and highly organized Secretary & Assistant to support our leadership team and ensure smooth day-to-day operations. You’ll manage schedules, coordinate meetings, handle communications, and assist with a variety of administrative tasks. While full native fluency isn’t required, you should have advanced French and upper-intermediate English skills. A willingness to learn new tools—especially AI platforms like ChatGPT—is a must.

 
 About the Company:

Caspian Holding is a multi-sector business group involved in construction, emerging technologies, and startup development. Our legal department plays a key role in ensuring compliance, managing internal legal matters, and supporting strategic decisions across all our entities. We’re building a modern legal operations system—blending traditional expertise with innovative technologies such as AI.

 
Main Goals of This Role

Organization-First Mindset: Keep documents, calendars, and data impeccably organized, so nothing slips through the cracks.
Reliable Coordination: Ensure all internal and external meetings run without a hitch—across multiple time zones.
Clear Communication: Act as the primary point of contact for emails, calls, and instant messages.
AI-Enhanced Efficiency: Leverage ChatGPT or similar tools for drafting correspondence, generating reports, and streamlining routine tasks.
 
Key Responsibilities

Serve as the main contact for internal teams and external partners—responding promptly and professionally.
Manage executive calendars: schedule appointments, set up video calls, and adjust for EST/PST availability.
Organize and maintain digital filing systems with clear naming conventions and version control.
Draft, proofread, and format emails, memos, presentations, and basic reports using AI assistance.
Prepare simple PowerPoint decks, Word documents, and Excel spreadsheets for meetings.
Coordinate logistics for virtual events and team-wide gatherings.
Track action items and follow up on outstanding tasks to ensure timely completion.
Collaborate with other departments to optimize administrative workflows.
 
Required Skills & Competencies

Language Skills:

French: Advanced (written and spoken) – top priority
English: Upper-intermediate (written and spoken)
Technical & Administrative Skills:

Comfortable using ChatGPT or other AI tools for administrative tasks
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
Familiarity with Microsoft Teams (or similar collaboration platforms)
Strong data-entry accuracy and basic spreadsheet handling
Personal Attributes:

Exceptionally organized and detail-oriented
Proactive problem-solver who takes ownership of assignments
Reliable multitasker with the ability to manage competing priorities
Strong interpersonal skills and professional phone/email etiquette
Adaptable and eager to learn new processes and tools
 
Additional Information

Position Type: Full-time
Contract Type: Freelance or long-term collaboration with flexible hours
Start Date: As soon as possible
Compensation Range: 18M–22M Toman
 
Application Process

To apply, please complete our Secretary & Assistant Application Form, which will be sent to your email. This includes a brief language check and a short AI-powered task to showcase your skills. Completed applications only, please.

We’re excited to welcome someone who values organization, clear communication, and continuous improvement in a dynamic remote environment.