Executive Personal Assistant

Elite Domo; Mississauga; On-site; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is looking for a highly skilled Executive Personal Assistant to support a distinguished physician and entrepreneur. This dynamic role involves seamless coordination across professional and personal responsibilities, requiring exceptional organization, discretion, and tech-savviness. The ideal candidate will manage travel logistics, organize events, and assist with research and writing projects. This position offers a unique opportunity to work closely with high-profile individuals, ensuring confidentiality and professionalism in a fast-paced environment. If you thrive on multitasking and enjoy supporting executives in various capacities, this role is perfect for you.

Qualifications

• 5+ years of experience as an Executive Personal Assistant or Project Coordinator.
• Experience supporting high-profile individuals or executives.
• Strong research and writing skills for publications and presentations.

Responsibilities

• Assist in preparing and delivering lectures and presentations.
• Organize and manage social events and personal gatherings.
• Plan and coordinate complex international travel arrangements.

Skills

Discretion and confidentiality

Organizational skills

Proactive mindset

Tech-savvy

Interpersonal skills

Research and writing

Education

Bachelor’s degree in Business Administration

Bachelor’s degree in Communications

Bachelor’s degree in Healthcare Management

Tools

Microsoft Office

Google Workspace

Project management tools

AI-driven platforms

Job description

• Salary Competitive, commensurate with experience
• Minimum Experience 6-9 years
• Start Date As soon as possible
• Date Opened 04/14/2025
• Country Canada
• Industry Individual & Family Services

Job Description

Position Overview

We are seeking a highly skilled, discreet, and resourceful Executive Personal Assistant to support a distinguished physician and entrepreneur operating across Canada, the UAE, and the USA. This dynamic role requires an in-person presence with hands-on daily support, ensuring seamless coordination across professional, personal, and lifestyle management responsibilities.

The ideal candidate is exceptionally organized, proactive, technology and AI-savvy, and capable of managing multiple priorities with efficiency and discretion. Responsibilities will include executive support, personal assistance, social coordination, travel logistics, special projects. Concrete tasks will include lecture preparation, book writing, and business initiatives. Above all, confidentiality, discretion, and professionalism are paramount.

Key Responsibilities

Executive & Special Project Support

• Assist in preparing and delivering lectures, presentations, and speaking engagements for medical and business audiences.
  
• Support research and writing for books, articles, and professional publications.
  
• Organize and manage digital files, research materials, and notes for content creation, reports, and lectures.
  
• Leverage AI tools and technology to enhance workflow, automate tasks, and manage data.
  
• Oversee daily scheduling, including meetings, calls, and events, ensuring seamless coordination.

Personal & Lifestyle Management

• Organize and manage social events, personal gatherings, and professional networking engagements.
  
• Maintain an extensive contact database (family, friends, business associates, vendors).
  
• Handle personal errands, including shopping, gifting, and household coordination.
  
• Ensure the employer’s well-being through appointment management, travel arrangements, and lifestyle support.

Confidentiality & Security

• Manage all personal, financial, and business matters with absolute discretion.
  
• Act as a trusted gatekeeper, screening calls, emails, and sensitive requests.
  
• Maintain confidential files, records, and transactions securely.

Travel & Logistics Coordination

• Plan and coordinate complex international travel, including flights, visas, accommodation, and ground transportation.
  
• Ensure seamless transitions between locations by preparing all necessary travel documents and arrangements.
  
• Arrange VIP services, luxury accommodations, and personalized travel preferences for maximum comfort.
  
• Utilize AI-driven tools for time management, scheduling, and content creation.
  
• Manage digital organization, cloud storage, and cybersecurity protocols for sensitive information.
  
• Stay updated on emerging AI and tech solutions to enhance productivity and efficiency.
  

Qualifications & Skills

Education & Experience

• Bachelor’s degree in Business Administration, Communications, Healthcare Management, or a related field.
  
• 5+ years of experience as an Executive Personal Assistant, or Project Coordinator.
  
• Experience supporting high-profile individuals, executives, or medical professionals.
  
• Strong research and writing skills for assisting with publications and presentations.
  

Core Competencies

• Absolute discretion and confidentiality.
  
• Highly organized, proactive, and adaptable, with a strong problem-solving mindset.
  
• Tech-savvy, with expertise in AI tools, automation, and digital organization.
  
• Strong interpersonal skills to manage relationships across personal and professional networks.
  
• Proficiency in Microsoft Office, Google Workspace, project management tools, and AI-driven platforms.
  
• Ability to work in a fast-paced environment and handle urgent requests with flexibility.
  
• Strong research and analytical skills, particularly in healthcare, business, and technology.
  

Work Environment & Expectations

• Primarily in-person role, with occasional remote tasks.
  
• Must be available for international travel and flexible scheduling.
  
• Ability to work across multiple time zones and adjust to evolving priorities.
  

How to apply

If you thrive in a fast-paced, high-performance environment and possess the skills to support an executive across business, healthcare, and personal affairs, we encourage you to apply.

Candidates are invited to submit a resume and a cover letter to [e-mail] or by applying online.

We thank all applicants for their interest, but only those selected for an interview will be contacted.