Executive and Personal Assistant

Apollo Health and Beauty Care; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading health and beauty company in Toronto is seeking a skilled Executive/Personal Assistant to support the CEO. The candidate will primarily manage extensive travel arrangements and provide high-level administrative support. The role demands exceptional organizational skills and the ability to adapt to shifting priorities in a fast-paced environment. Ideally, candidates will have over three years of experience in a similar role with proficiency in travel management tools. This position offers a dynamic work environment while maintaining strict confidentiality.

Benefits

Gym Access

Dental insurance

Health insurance

Qualifications

• Minimum 3+ years experience as an executive/personal assistant to a high-demand professional.
• Strong experience in the travel industry and proficiency with booking platforms.
• Background in luxury travel preferred, with familiarity in premium accommodations.

Responsibilities

• Efficiently book and manage extensive travel arrangements and logistics.
• Maintain detailed travel itineraries aligning with executive preferences.
• Provide high-level administrative support to ensure smooth operations.

Skills

Organizational skills

Problem-solving

Adaptability

Professional demeanor

Tools

Microsoft Office

Travel management systems

Job description

Benefits:

• Gym Access
• Dental insurance
• Health insurance

We’re Hiring a Personal Assistant to our CEO – Join Our Team!

Are you a travel-savvy professional who thrives in a fast-paced environment? We’re looking for an Executive/Personal Assistant to the CEO to manage extensive travel arrangements (95%) and provide high-level administrative support (5%). The ideal candidate is flexible, detail-oriented, and proactive—someone who can anticipate needs, handle shifting priorities, and maintain absolute trust and discretion.

If you're ready to support a dynamic executive with professionalism and precision, we’d love to hear from you!

JOB RESPONSIBILITIES

• Travel Coordination: Efficiently book and manage flights, accommodations, rental cars, and transportation while navigating last‑minute adjustments. Handle all logistics with a focus on efficiency, cost‑effectiveness, and seamless execution — even during last‑minute changes or disruptions.
• Itinerary & Schedule Management: Build and maintain detailed travel itineraries, ensure alignment with executive preferences, and proactively adapt plans as needed to support dynamic schedules.
• Executive Support: Provide high-level support by prioritizing tasks, organizing meetings, preparing agendas, and ensuring daily operations run smoothly.
• Confidentiality & Discretion: Provide high-level support by prioritizing tasks, organizing meetings, preparing agendas, and ensuring daily operations run smoothly.
• Administrative Duties (5%): Maintain organized filing systems, prepare reports, and assist with executive communications.

JOB SPECIFICATIONS & REQUIREMENTS

Knowledge & Experience:

• Minimum 3+ years previous experience as executive/personal assistant to a high demanding professional.
• Strong knowledge and hands‑on experience in the travel industry, with proficiency in using booking platforms, managing itinerary changes, and coordinating both land and air travel arrangements.
• Background in luxury travel industry preferred, with strong familiarity in premium accommodations and services.
• Advanced proficiency in scheduling tools, Microsoft Office, and travel management systems.

Skills & Attributes:

• Exceptionally organized and detail oriented.
• Responsive and adaptable under shifting priorities.
• Resourceful problem‑solver who can navigate complex scheduling needs.
• Professional and poised, maintaining confidence in high‑pressure scenarios.

Work Conditions:

• Frequent travel responsibilities—the candidate must be comfortable handling extensive travel logistics.
• Must be readily available to the CEO and proactive in managing last‑minute changes.
• Ability to work independently while maintaining strict confidentiality.