AL009
Located in Richmond Hill, ON
Pay: $60-$65,000
Job Full Description
Job Title: Executive and Personal Assistant
Location: Richmond Hill
$60,000-$65,000
Position Summary:
We are seeking a highly organized, detail-oriented, and discreet Executive and Personal Assistant to support a high-level executive managing multiple businesses, properties, and personal obligations. This individual will be responsible for coordinating business operations, handling personal tasks, managing complex schedules, and ensuring the smooth execution of daily activities across all areas of responsibility.
Key Responsibilities:
Executive Support (Business-Related):
- Manage and coordinate executive calendars across multiple companies and ventures.
- Schedule and prepare for internal and external meetings, board sessions, and conference calls.
- Liaise with company staff, vendors, partners, and external stakeholders on behalf of the executive.
- Prepare meeting agendas, presentations, reports, and follow-up documents.
- Track and assist with deadlines, projects, and business initiatives.
- Maintain confidential files and records.
Property Management:
- Oversee scheduling and communication with property managers, vendors, contractors, and maintenance teams across multiple residential and commercial properties.
- Organize property-related inspections, repairs, and upkeep.
- Track budgets, invoices, and service contracts.
- Arrange travel or temporary accommodation for staff or guests using properties.
Personal Assistance:
- Maintain and manage the personal calendar of the executive, including appointments, wellness visits, social events, and travel.
- Plan and coordinate family events, holidays, celebrations, and special occasions.
- Handle personal errands, gift purchases, and household needs as required.
- Assist with booking personal travel, accommodations, and dining.
- Act as a liaison between family members, household staff, and external service providers.
Calendar and Time Management:
- Manage an integrated calendar that includes business, family, travel, and personal engagements.
- Proactively flag potential conflicts, prepare reminders, and ensure smooth transitions between commitments.
- Set up recurring meetings, regular check-ins, and travel logistics.
Qualifications:
- Proven experience (5+ years) as an executive assistant, personal assistant, or similar role supporting senior leadership and/or high-net-worth individuals.
- Experience handling multiple priorities across business and personal matters.
- Strong knowledge of Microsoft Office Suite, Google Workspace, and scheduling tools.
- Tax preparation an asset
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- High level of discretion, confidentiality, and professionalism.
- Ability to anticipate needs and operate proactively and independently.
- Familiarity with property management tasks and family office dynamics is a plus.
Preferred Traits:
- Calm under pressure and capable of handling urgent matters.
- Flexible and adaptable to changing schedules and priorities.
- High emotional intelligence and interpersonal skills.
- Problem-solver with strong follow-through
Working Conditions:
- Some evening or weekend availability may be required.
- Occasional travel may be needed (domestic and/or international).
- Hybrid/remote work optional depending on executive’s needs and location
Richmond Hill, ON
2878
8500 Leslie Street
Suite 110
Thornhill, ON L3T 7M7
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