Executive Personal Assistant

Confidential; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading organization is seeking an Executive Personal Assistant to support the Founder and Chairman. This pivotal role involves managing complex schedules, coordinating travel, and handling sensitive information with discretion. The ideal candidate will have strong multitasking abilities and exceptional communication skills, ensuring a seamless integration of personal and professional responsibilities.

Benefits

Competitive compensation

Comprehensive benefits package

On-site parking

Fully stocked kitchen

Qualifications

• Minimum 3 years experience supporting a high-level executive.
• Valid G driver's license and access to a personal vehicle required.
• Impeccable discretion and reliability.

Responsibilities

• Manage the Founder’s complex calendar and appointments.
• Coordinate domestic and international travel logistics.
• Liaise with stakeholders to ensure seamless communications.

Skills

Organizational skills

Multitasking

Communication

Discretion

Critical thinking

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

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The Executive Personal Assistant will provide high-level administrative and personal support to the Founder and Chairman of the company. This pivotal role involves managing a blend of executive and personal responsibilities to ensure the seamless execution of daily operations and long-term strategic initiatives. The ideal candidate is an expert multitasker who can anticipate needs, think critically, and offer solutions in a dynamic, fast-paced environment.

Key Responsibilities include, but are not limited to :

Executive & Administrative Support

• Coordinate the Founder and Chairman’s complex calendar, coordinating high-level meetings, appointments, and business engagements with precision and discretion
• Manage comprehensive domestic and international travel, including commercial and private flights, accommodations, ground transportation, and travel documentation
• Prepare polished reports, presentations, briefing materials, and business correspondence
• Handle confidential business matters and sensitive information with absolute discretion
• Prepare and coordinate detailed expense reports

Personal Support

• Coordinate all aspects of the Founder’s personal calendar, including family appointments, social events, and health and wellness routines
• Manage day-to-day personal logistics such as errands, household coordination, gift sourcing, and special requests
• Liaise with household staff, vendors, and service providers to ensure smooth operation of residences and personal affairs
• Plan and manage personal and family travel, including leisure itineraries, restaurant bookings, entertainment, and concierge services
• Act as a trusted extension of the Founder in all personal matters, ensuring a seamless integration of personal and professional life

Communications & Stakeholder Management

• Serve as a professional point of contact between the Founder and internal / external stakeholders, ensuring consistent and clear communication
• Manage and prioritize all incoming communications (calls, emails, messages), responding on behalf of the Founder where appropriate
• Draft, proofread, and edit correspondence and communications with a polished and professional tone

Project & Task Management

• Support the execution of both personal and business initiatives, tracking milestones and ensuring deliverables are met on time
• Conduct detailed research across a range of topics to assist with decision-making, planning, and preparation
• Maintain accurate records of key contacts, documents, and information relevant to both personal and professional domains

Requirements

• Minimum 3 years of experience in a similar role supporting a high-level executive; experience supporting a founder, chairman or C-suite executive is strongly preferred
• Valid G driver’s license and access to a reliable personal vehicle required
• Exceptional organizational and multitasking skills
• Impeccable discretion, reliability, and professionalism
• Excellent communication skills, both written and verbal
• Proficiency in Microsoft Office Suite and business productivity tools
• Bachelor's degree preferred but not required

What we Offer :

• A dynamic and high-impact role working directly with the Founder and Chairman of a forward-thinking organization
• Competitive compensation and comprehensive benefits package
• Free on-site parking for employees
• A fully stocked kitchen and fridge with snacks and beverages available throughout the day

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

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