Executive Assistant & Family Office Coordinator

Helia Capital; Toronto; On-site; CAD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive salary

Bonus program

RRSP matching

Paid vacation

Job summary

Helia Capital is seeking an experienced Executive Assistant to support the CEO with high-level administrative tasks, travel planning, and personal/lifestyle coordination. The role involves handling confidential information, coordinating complex calendars, and managing relationships with vendors and executives.

You will oversee travel arrangements, boardroom logistics, events, and household operations, while contributing to strategic administrative projects.

Qualifications

• Experience supporting a senior executive, private household, family office, luxury hospitality, concierge, or similar high-service environment where discretion is essential.
• Exceptional organizational and multitasking abilities to manage competing priorities, complex schedules, and multiple stakeholders.
• Proactive, solutions-oriented mindset, initiative, resourcefulness, and ability to anticipate needs and resolve issues independently.
• Passion for delivering elevated experiences in luxury hospitality, travel, dining, entertaining, and lifestyle trends.
• Ability to remain calm, adaptable, and composed under pressure, including occasional evenings or weekend commitments.
• High level of integrity, discretion, and confidentiality in handling personal and business matters.

Responsibilities

• Coordinate appointments, reservations, and scheduling for personal and business commitments.
• Maintain and update calendars across CEO operations, including household calendar, ensuring coordination across family members and staff.
• Manage credit card reconciliations and expense reporting for CEO and designated household members.
• Oversee office inventory, supplies, mail, and package distribution.
• Coordinate boardroom setup, technology, catering, and meeting logistics.
• Plan and execute business meetings, corporate functions, and private events at residences, offices, and external venues.
• Handle highly confidential information with meticulous records and documentation.

Skills

Executive support

Calendar management

Travel planning

Discretion

Vendor relations

Household coordination

Job description

At Helia Capital, we believe exceptional executive support goes far beyond managing calendars and coordinating logistics. It is about anticipating needs before they arise, creating seamless experiences, and giving the people you support the confidence that every detail has been thoughtfully considered. Reporting to the Senior Manager of Executive Operations, the Executive Assistant will serve as a trusted partner to the CEO, providing high-level administrative support while overseeing a broad range of personal, lifestyle, and executive priorities. By bringing order to complexity and ensuring flawless execution, you will enable the CEO to remain focused on the highest-value aspects of the business.

Key Responsibilities:

Executive & Administration Support

• Coordinate appointments, reservations, and scheduling for personal and business commitments
• Maintain and update all calendars across CEO Operations, including but not limited to outlook calendar and household calendar, ensuring accurate coordination across family members and household staff
• Manage credit card reconciliations and expense reporting for the CEO and designated household team members
• Manage office inventory, supplies, incoming mail, and package distribution
• Coordinate boardroom setup, technology, catering, and meeting logistics
• Assist with the planning and execution of business meetings, corporate functions, and private events at residences, offices, and external venues
• Maintain accurate records, files, and documentation while handling highly confidential information
• Research and source products, services, experiences, vendors, properties, travel options, and other opportunities, providing well-considered recommendations aligned with the CEO’s preferences and objectives
• Support special projects and administrative initiatives, as assigned

Travel & Lifestyle Coordination

• Coordinate all domestic and international business and leisure travel, including commercial flights, private aircraft charters, accommodations, transportation, and detailed itineraries
• Arrange transportation for the CEO, family members, and guests
• Manage weekly restaurant reservations and curate dining and entertainment experiences for family, friends, and business partners
• Oversee seasons ticket memberships, including ticket allocation and guest coordination
• Build and maintain strong relationships with vendors, travel providers, property management, concierge services, and external partners

Household Operations

• Coordinate household shopping, errands, and organizational projects as needed
• Arrange weekly dry cleaning, tailoring and wardrobe maintenance
• Schedule vehicle maintenance, servicing, detailing, and seasonal requirements
• Coordinate household deliveries, inventory management, and routine maintenance
• Respond to household emergencies, coordinating vendors and escalating issues appropriately

What You Bring to the Table:

This role is ideal for someone who combines exceptional organization with a passion for service excellence. You are equally comfortable managing complex schedules, coordinating international travel, and supporting executive priorities as you are researching unique experiences, planning memorable events, and handling personal matters with discretion and care. You are proactive, resourceful, and thrive in a fast-paced environment where no two days are the same. In return, you'll join a high-performing Executive Office in a role that offers variety, autonomy, and the opportunity to make a meaningful impact every day.

Requirements

• Experience supporting a senior executive, private household, family office, luxury hospitality, concierge, or similar high-service environment where exceptional attention to detail and discretion are essential
• Exceptional organizational and multitasking abilities, with the capacity to manage competing priorities, complex schedules, and multiple stakeholders while maintaining accuracy and follow-through
• A proactive, solutions-oriented mindset, demonstrating initiative, resourcefulness, and the ability to anticipate needs, resolve issues independently, and continuously improve the overall service experience
• A passion for delivering elevated experiences, with an interest in luxury hospitality, travel, dining, entertaining, and lifestyle trends, and the ability to curate thoughtful recommendations tailored to different audiences and occasions
• Ability to remain calm, adaptable, and composed under pressure, responding confidently to changing priorities, urgent requests, and occasional evening or weekend commitments
• High level of integrity, discretion, and confidentiality, with the maturity to handle sensitive personal and business matters with sound judgment

Why You Should Join:

• Competitive Compensation: We offer a competitive base salary and a performance-based bonus system
• Comprehensive Benefits: We cover 100% of employer-paid benefits for you and your family members
• Secure Your Future: With our RRSP matching program, we help you secure financial stability for the long term
• Vacation: 4 weeks of paid vacation after just 1 year
• Unmatched Growth Opportunities: We’re committed to your development with endless opportunities to learn, evolve, and achieve your professional goals