This rewarding and demanding role is for an Executive Personal Assistant for a prominent Canadian family in Midtown Toronto. The Executive Personal Assistant would manage the personal and professional needs of 2 Family Members, including maintaining schedules, coordinating travel, managing finances, and managing the day-to-day operations of their family office investment firm
This rewarding and demanding role is for an Executive Personal Assistant for a prominent Canadian family in Toronto. The Executive Personal Assistant would manage the personal and professional needs of this Entrepreneur, including maintaining schedules, coordinating travel, managing finances, and managing the day-to-day operations of their family office investment firm. This role would consist of remote and in-person work in Toronto. This role will be the primary point of contact for external parties to communicate/contact the Family Members.
●Scheduling - Act as family administrator, including managing the personal and professional schedules. Deconflict business and personal/family engagements, pre-empt adjustments and predict likely travel scheduling. Must be experienced in using scheduling technologies such as Google Calendar, Apple Calendar, Zoom, Microsoft Teams, etc.
●Travel - Coordinate international and domestic travel for the family. Monitor on-going travel planning and in-progress trips. Be prepared at short notice to support additional requirements/changes to travel plans. Monitor each leg of the journey and confirm that all arrangements are executed flawlessly or adjusted as necessary. Organize personal/professional itineraries and make reservations in advance.
●Financial Management - Manage personal and professional budgets, and implement systems to monitor and adjust these budgets as necessary. Stay on top of important financial action items (outstanding invoices, credit card payments, tax filings, etc). Review and verify invoices and expenses for accuracy, demanding an exceptional eye for detail and awareness of cost/basic accounting principles.
●Organizational Systems - Implement and maintain organizational systems inside the family office, including filing and tracking legal, tax, and investment documents in Google Drive, logging interactions into a CRM, and tracking tasks using task management software (e.g. Asana, Trello, Notion, etc). Sit on calls and take detailed, yet digestible, notes and action items. Disseminate call notes and action items to relevant parties after the call. Manage personal and professional flows to ensure tasks are completed properly – manage processes and implement structure.
●Service Providers - Manage and coordinate with personal and professional external service providers for the family, including accountants, tax professionals, personal trainers, dog walkers, medical professionals, housekeepers, lawyers, etc. Manage financials, tax, and legal projects from start to finish, including collecting relevant documents and information, keeping track of important tasks and deadlines, and managing the interactions of other third parties.
●Demonstrable experience delivering exceptional results for a sophisticated UHNW family office and/or C-Suite executive.
●Calm demeanor combined with the ability to cope with ambiguity and manage short-notice change with minimal direction is expected.
●Absolute discretion is paramount, as is the willingness and ability to delegate tasks and monitor progress ensuring adherence to timelines.
●Excellent communication skills, as they will be a representative of the family and their family office
●Extensive experience using third party software tools, including Google calendar, Apple calendar, Zoom, Slack, task management software, CRM software, etc.
●Advanced knowledge of Microsoft Excel / Google Sheets.
●Excellent Inbox management skills