Executive Personal Assistant

Confidential; Victoria; On-site; CAD 55,000 - 75,000; Full time

Job summary

Confidential is seeking an experienced Executive Assistant to support the Principal in Victoria, BC. The role involves discreet handling of calendar, correspondence, travel and project coordination with a high level of service orientation.

The ideal candidate will be highly organized, proactive and able to manage competing priorities independently, including personal tasks and household coordination.

Qualifications

• Minimum five years of experience as EA/PA or in hospitality or customer service.
• Post-secondary education in administration or related field is an asset.
• Valid Canadian passport and ability to travel internationally on short notice.
• Proficient in MS Office and Apple products; familiar with Zoom and Teams.

Responsibilities

• Manage Principal's calendar and prioritize commitments across professional and personal matters.
• Prepare correspondence, memos, reports and maintain filing systems.
• Coordinate meetings, travel itineraries and conference calls with stakeholders.
• Oversee household operations, vendors, and ancillary services as needed.

Skills

Confidentiality & discretion

Executive support

Time management

Communication

Organizational skills

Travel planning

Education

Post-secondary education in administration or hospitality

Tools

Microsoft Office

Apple devices

Zoom

Microsoft Teams

Job description

Reporting directly to the Principal, this role provides comprehensive support across professional and personal matters, including calendar and correspondence management, household and vendor coordination, travel, and special projects.

The successful candidate will be highly organized, discreet and proactive, with the judgment to manage competing priorities independently and the flexibility to adapt as needs change.

This is a varied, high-trust role suited to an individual with a strong service orientation and a background in executive support, personal assistance or hospitality.

KEY ACCOUNTABILITIES

Calendar, Correspondence and Priority Management

• Manage the Principal's calendar to ensure effective use of time, aligning appointments, events and commitments with priorities and preferences.
• Manage correspondence and track critical priorities across professional and personal matters.
• Maintain contact lists and key contact information to support efficient communication.

Document Preparation and Records

• Prepare spreadsheets, memos, letters and reports in support of personal and business matters.
• Maintain organized filing systems and ensure timely delivery of documentation to relevant parties.

Meeting and Event Coordination

• Coordinate meetings and conference calls, including agendas, locations, attendee preparation and technology requirements (video conferencing, printing, scanning).
• Plan and execute special events in coordination with staff and external stakeholders.

Travel Management

• Plan and book domestic and international travel, including itineraries, logistics and contingency plans.
• Prepare in-flight briefing materials and coordinate with the corporate flight operations team.

Household and Vendor Management

• Oversee household operations, including staff coordination, maintenance and ad hoc projects.
• Coordinate contracted service providers, including housekeeping, cooks, trades and contractors, and banking, accounting and legal professionals.
• Ensure health, safety and wellness standards are maintained, including the appropriate use of organic, natural and other household products.
• Assist with meal planning, preparation, service and clean-up as required.

Wardrobe Management

• Maintain and organize the Principal's wardrobe in line with seasonal needs and upcoming events.
• Coordinate cleaning, tailoring and wardrobe updates, and manage packing for travel and special occasions.

Pet Care

• Manage care schedules for the household dogs, including feeding, grooming, exercise and veterinary appointments.
• Coordinate with pet sitters, trainers and veterinary professionals as needed.
• Support dog show activities, including registrations, logistics and accompanying the Principal.
• Work with IT support to meet technology requirements and resolve technical issues proactively.
• Manage access to online accounts, ensuring passwords and security protocols are handled appropriately.

Financial and Personal Support

• Assist with personal budgeting and expense management.
• Run errands and manage personal tasks as required.

Relationship Management and Continuous Improvement

• Act as liaison between the Principal and internal and external contacts, supporting effective communication and relationships.
• Recommend improvements to processes, communications and management systems to increase efficiency.
• Support additional business or personal matters as required.

QUALIFICATIONS

• Minimum five (5) years of experience as an Executive Assistant, Personal Assistant or Administrative Assistant, or in a hospitality or customer service role with transferable skills.
• Post-secondary education in administration, hospitality or a related field is an asset.
• Valid Class 5 driver's license, clean driver's abstract and a reliable vehicle.
• Valid Canadian passport and the ability to travel domestically and internationally, including on short notice.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Apple products; working knowledge of Zoom and Microsoft Teams.

SKILLS AND ATTRIBUTES

• Maintains strict confidentiality and exercises discretion, diplomacy and sound judgment at all times.
• Proactive and solutions-oriented, anticipating needs and resolving issues before they escape.
• Highly organized, with excellent time management and attention to detail; able to manage multiple priorities and meet deadlines.
• Clear and concise written and verbal communicator, able to interact effectively with executives, staff and external stakeholders.
• Composed under pressure, receptive to feedback and adaptable to changing personal and business needs.
• Self-directed and comfortable working independently with minimal supervision.
• Service-oriented, with a genuine affinity for animals.

WORKING CONDITIONS

• This role is based in Victoria, BC.
• Regular local travel throughout the day/week to various property locations across the Greater Victoria area.
• On-call availability, including evenings, weekends, holidays and additional hours as required.
• Domestic and international travel as required, including on short notice.