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Executive Personal Assistant In-Office to Chairman and CEO

Executive Personal Assistant In-Office to Chairman and CEO

Markham, ON


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The Executive/Personal Assistant role is required to meet the needs of a highly successful and active entrepreneur who leads a global enterprise as chairman, is the head of a prominent Canadian family, and has a demanding domestic and overseas travel schedule. This critical role reports to the CEO of the family office and ensures that the Executive's administrative needs – business and personal – have been attended to in full, with exacting attention to detail, forethought and pre-emption.

Job Description

  • Provide administrative and other support to the office operations, the principals as well as key family members
  • Work in partnership with the Chairman’s European Executive Assistant to work with his global schedule
  • Book all travel accommodations; coordinate private jet and communicate with staff and pilots, prepare flight manifests, hotels, transportation and car services; prepare detailed itineraries and travel packages.
  • Monitor the Chairman’s movements while travelling
  • Maintain a 12 month movement calendar for the family and assets (personal travel, charter requests etc)
  • When the principal is in Canada provide daily support – layout the office with all meeting materials
  • Work with the VP of Operations and the property managers at each location to ensure all properties are being maintained and ready for the family's arrival at short notice
  • Carry out research for the principals and family members
  • Manage ad-hoc projects as and when required

Job Requirements

  • 5+ years of experience working as an Executive Assistant at a C-suite level
  • Previous experience arranging travel via private jet and flight manifests would be an asset
  • High level of professionalism and etiquette with exceptional organizational skills.
  • Proactive, and able to manage multiple projects and priorities.
  • Strong verbal and written communication skills.
  • Operates at a high level and uses good judgement when dealing with highly sensitive and confidential documents.
  • Extremely detailed with a strong sense of priority.
  • Strong integrity and very trustworthy.
  • Calm demeanour combined with the ability to cope with ambiguity and manage short-notice change with minimal direction.
  • Exceptionally efficient time-management skills.
  • IT literate

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