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Personal Assistant Hybrid Midtown
Personal Assistant Hybrid Midtown
Our client, a high net worth family in Midtown Toronto, seeks a Personal Assistant that will manage the day-to-day lives of this busy family including business and personal travel, scheduling, activities, and staff supervision. The role suits someone who thinks logically, can problem solve, enjoys learning, is very organized, and can work successfully with third parties to ensure seasonal and project checklists are completed efficiently and on budget.
Job Description
- Managing and categorizing task tracking list in terms of immediate, midterm and long term
- The creation of checklist systems includes packing lists for cottage, travel, back to school, pre-stocking, and clothing
- Ensuring checklist systems are being used throughout the household
- Acting as the main point of contact for the household staff
- Sourcing Adhoc staffing needs through our network for events
- Proofreading forms, emails and invoices
- Planning birthday parties, special events and holiday dinners. This includes ordering cakes, and balloons, organizing a craft for the kids, confirming flower orders, and managing nannies are organizing the table
- Helping to prepare holiday and birthday gifts and cards for members of the family and friends
- Planning family travel activities, arranging meals, show bookings, and researching unique events that the family may want to attend
- Keeping track and staying on to of upcoming events in the city, for instance, concerts, Broadway, ballet, exhibits, carnivals
- Managing home inventory with the nannies - supply cabinets, back stock, crafts, house supplies. Monitor household inventory and provide the Executive Assistant with the items to order
- Household has a property management service that keeps up to date with recurring needs; however, slight communication may be required for ad hoc issues
- Dealing with vendors all over the world including utilities, mobile, wifi, property management, housekeeping, and general contractors.
- Setting and cancelling personal appointments
- Booking activities and managing a complex personal calendar for the whole family including children
- Assist with itinerary planning and logistics management.
- Document all aspects of the trip, including transfers, logistics, accommodations, activities, and meal reservations and coordination.
Job Requirements
- Tech-savvy: Comfortable with all standard Mac/PC and internet skills, including email; apps; spreadsheets; calendaring programs.
- Excellent written and verbal communication skills.
- Experience booking complex personal travel
- Laser focused, resourceful, quick to act on tasks at all levels both clerical and high level.
- Resilient and able to switch gears on a moment’s notice.
- Not afraid to pick up the phone to get things done.
- 5+ years working in an Executive and/or Personal Assistant role
- Experience with complex calendaring
- Must be available to commute to the family residence and work on-site, and remotely depending on the family’s needs
- A driver’s license is a definite asset
- A current passport is a definite asset