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Executive Personal Assistant to the CEO

Executive Personal Assistant to the CEO

Toronto, ON


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Our client is a multidisciplinary Entrepreneur, CEO, and Investor spanning multiple industry sectors, with offices across North America.  The Offices of this dynamic individual currently seek an Executive Personal Assistant to support his operations in Toronto.  The scope of the role encompasses operations, scheduling, travel, personal business management, and event planning.      The successful candidate will be an experienced Executive Personal Business Assistant with the highest levels of discretion, flexibility, organizational acumen, technological savvy, event planning, managing basic financials and expenses, and business matters.  

Job Description


  • Tracking CEO’s expenses and allocating expenses on a monthly basis for accounting purposes
  • Adopt best practices and process for business matters including expenses, contracts, vendors, and general business and operations matters
  • Review of invoices and monthly bills for accuracy, including communication with vendors/suppliers for clarification and/or correction, and payment
  • Research and organization of personal and business travel for the Executive on private and commercial flights domestic and international
  • Coordinate the maintenance of two properties in Muskoka and a condo in Toronto to include site visits to oversee renovations or operations matters
  • Manage and coordinate the CEO’s calendar, tracking meetings and logistics, interacting with internal and external parties
  • Working with Vendors and Service Partners to carry out diverse ad-hoc personal and business projects in a timely manner
  • Plan, coordinate and execute events as required (events may be business related, family related, or other)
  • Work closely with business partners including Accountants, Insurance Brokers, Bankers, Lawyers, Charities, Marinas and Car Dealerships.
  • Execute a variety of personal support tasks including but not limited to grocery shopping (to be delivered), vehicle maintenance, appointment scheduling, and general errands

Job Requirements

  • Post secondary education or relevant experience
  • Understanding of basic accounting and expense management to include tracking and reconciliation
  • Highly organized with excellent time management skills
  • Exceptional communication (written and verbal)
  • Strong computer skills (Excel, Word, Outlook)
  • Experience with accounting and/or expense management software
  • Demonstrated ability to perform well under pressure, as well as assess and prioritize assignments
  • Proactive with the ability to problem solve and anticipate needs
  • Demonstrates discretion, tact and understands the importance of maintaining strict confidentiality
  • Comfortable working in both Toronto and Muskoka
  • Willing and able to travel internationally if required
  • Very flexible with availability outside of regular working hours
  • Self-motivated and enthusiastic
  • Resourceful
  • Drivers license required
  • Candidates that are comfortable around dogs preferred (CEO has a small quiet dog)

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