Prominent family is seeking an experienced Personal Assistant to work for a dynamic and highly accomplished Principal. The position is Toronto-based, however, will require occasional travel. This is a full-time hybrid permanent position.The ideal candidate has strong administrative skills and an ability to oversee and ensure the coordination and maintenance of multiple properties in conjunction with the Household Manager.
Prominent family is seeking an experienced Personal Assistant to work for a dynamic and highly accomplished Principal. The position is Toronto-based, however, will require occasional travel. This is a full-time hybrid permanent position.
The ideal candidate has strong administrative skills and an ability to oversee and ensure the coordination and maintenance of multiple properties in conjunction with the Household Manager.
The ideal candidate is a professional who takes pride in what they do and always strives towards learning more and improving performance. They are solution minded. The candidate is a good communicator who has an ability to work collaboratively with other parties including household staff and vendors. They are able to ask questions, conduct research and find answers by calling the appropriate person at the appropriate time.
RESPONSIBILITIES:
• Coordinating monthly, quarterly, semi-annual and annual maintenance of the properties' indoor and outdoor elements (3)
• Scheduling preventive maintenance projects
• Coordinating the opening and closing of properties
• Identifying mechanical and structural deficiencies and proposing resolutions that will involve small and large capital projects
• Thorough vetting of vendors
• Procuring and negotiating project estimates and presenting them to the designated authority, which may or may not include recommendations
• Overseeing projects and progress reports
• Regular liaising with vendors either in person or remotely
• Managing budgets and expenses
• Record keeping of interactions with vendors and stakeholders
• Understanding security protocols and systems and making sure, via the security company, that the elements are functioning properly and are regularly tested
• Conduct errands as required from time to time
• Book travel arrangements in a 3600 manner from door to door
• Create comprehensive, accurate and succinct itineraries
• Anticipate travel needs and be available to attend appointments and meetings with the principal
• Arrange for personal services to attend the home for the principal ie massage
• Keep a calendar of key events (birthdays, anniversaries, etc.)
• Learn Principal's organizational systems and follow them (both digital and hard copy)
• Liaise with key individuals in Principal's circle
• Experience in personal assistant responsibilities for an ultrahigh-net-worth family or single Principal
• Demonstrated passion and pride in what they do as well as the various ongoing projects of their Principal
• A proactive mindset with a keen eye for detail and deficiencies, and making the principals life easier
• To have the confidence to ask intelligent and succinct questions when unsure
• Planning ability and a forward-thinking mindset
• An ability to identify problems before they become emergencies
• An effective communicator (written and oral)
• Ability to work in a self-directed manner
• Ability to juggle multiple projects efficiently
• Experience with Microsoft Office Suite including Teams, Word, PowerPoint and Excel
• Must hold a valid driver's license and a clean driver's abstract
• Must have a valid passport with no travel restrictions
• A positive, accommodating and happy personality that also respects professional boundaries
• Must be willing to sign a confidentiality agreement