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 an Executive/Personal Assistant to the CEO. The role involves managing extensive travel arrangements and providing high-level administrative support. The ideal candidate will have 3+ years of experience and strong knowledge of the travel industry, ideally in luxury travel. This position requires exceptional organization, adaptability, and discretion.

Benefits

Gym Access

Dental insurance

Health insurance

Qualifications

• Minimum 3+ years experience as executive/personal assistant to a high demand professional.
• Strong knowledge of the travel industry with proficiency in booking platforms.
• Background in luxury travel industry preferred.

Responsibilities

• Efficiently book and manage flights and accommodations.
• Build and maintain detailed travel itineraries.
• Provide high-level support by organizing meetings and preparing agendas.

Skills

Travel coordination

Detail-oriented

Proactive

Time management

High-level administrative support

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 demand 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.