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Personal Administrative Assistant Hybrid Midtown
Personal Administrative Assistant Hybrid Midtown
The Personal Assistant supports a busy, fast-moving Chief of Staff in a high-demand environment in Midtown Toronto. Collectively the PA alongside the C-Suite Team will support two principals, their four children, and their household, property, and personal services staff and vendor teams.The Personal Assistant will report directly to the Chief of Staff who will work directly with the Principals. This role will be responsible for benchmarking, documenting, and providing exceptional service delivery in calendaring, travel and event logistics, property and household staff/vendor coordination, creative services, executive and personal assistant support, and special project administration.Ideal candidates will thrive in “pivot-on-demand” environments, be masterful at task and project execution, and possess the sophistication, intelligence, and confidence mandatory for supporting busy, hands-on, entrepreneurial, and exacting Principals. The team values candidates with high emotional intelligence, and are energetic, positive, resourceful, and highly collaborative.
Job Description
- Collaborate to maintain all shared complex personal/social/business calendars promptly, which involves extensive scheduling, changes, cancellations, and coordination with the office and the Chief of Staff and the Principals.
- Document, track, and prepare all pertinent information required for meetings.
- Maintain the accuracy of the Principal's contact database, including business, shared family, personal, property vendors, and emergency.
- Professionally represent and interface with Principals' personal contacts, service providers, and other important personal advisors. Collaborate with the property and household services teams, and business stakeholders to coordinate projects and events and elevate workflow.
- Communicate clearly and consistently with all property staff and all off-site partners.
- Professionally represent the Principal and their family in all correspondence via multiple mediums.
- Assist in tracking expenses and bills, credit card reconciling, staff expenditure approval, and submitting the Principal's expense reports to accounting partners in the Family Office.
- Coordinate projects as assigned, including deliveries to multiple properties, interior design photo shoots, renovations, international property managers, security, vehicles, pilots and drivers.
- Assist with itinerary planning and logistics management.
- Document all aspects of the trip, including FBO transfers, logistics, accommodations, activities, and meal reservations and coordination.
- Collaborate with family's Personal Chef, and external event planners on planning, set-up, organization, invites and RSVPs, and seamless orchestration of small-to-large-scale events, including menu choices, run-of-show, timeline, etc.
- Coordinate recruitment, sourcing, vetting, and scheduling of housekeeping, nanny, drivers, and culinary staff and organize submitted hours for review and Principal approval.
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.
- Laser focused, resourceful, quick to act on tasks at all levels both clerical and high level.
- Resilient and able to switch gears on a moments notice
- Not afraid to pick up the phone on a moment's notice to get things done.
- Must have experience supporting complex travel, hospitality, event, and entertaining requirements.
- Requires occasional international travel (private & commercial) between the US and Canada, sometimes on short notice.
- A valid Ontario Driver’s License and Canadian Passport is required.