Personal Affairs Manager

ProFit Executive Search; Toronto; On-site; CAD 72,000 - 120,000; Full time

Job summary

ProFit Executive Search in Toronto region seeks an Executive Operations & Personal Affairs Manager to support the Founder and Executive Chairman across personal and professional duties. The role involves coordinating calendars, travel, events, and communications, with responsibility for projects from initiation to implementation.

The ideal candidate demonstrates discretion, exceptional organization, and the ability to multitask in a fast-paced environment.

Qualifications

• Discretion and trustworthiness with confidential information.
• Excellent verbal and written communications skills.
• Flexibility and adaptability.
• Ability to be proactive; take initiative.
• Tact, diplomacy, and confidentiality.
• Organizational skills and the ability to multitask.
• Prioritize daily workload.
• Excellent English proficiency and communication.
• Familiarity with office equipment (copiers; meeting tools).
• Strong knowledge of MS Office and up-to-date with Office platforms (Outlook, virtual meeting platforms, email platforms, SharePoint, Canva, Mailchimp, Webflow).
• Familiarity with devices and platforms and able to provide Tier 1 IT support.

Responsibilities

• Perform personal errands as directed for the Founder & Executive Chairman and family members.
• Coordinate personal and professional life maintenance tasks.
• Assist in scheduling with the Chairman’s Executive Assistant for projects or to cover for the Executive Assistant.
• Manage day-to-day operations, maintenance, service providers, and projects for family residences.
• Manage information flow timeliness and accuracy.
• Make travel arrangements and accommodation requests.
• Assist with planning events.
• Take minutes during meetings as requested by the Chairperson.
• Produce reports, presentations, briefs, and correspondence for internal/external communication.
• Negotiate with vendors on behalf of the company.
• Coordinate with architects, engineers, surveyors, marketing, and sales with internal teams.
• Investigate inefficiencies and provide resolution options to stakeholders.
• Provide flexible, ad hoc support to ensure smooth daily life for the Chairman.
• Monitor deadlines and begin preliminary work on ongoing projects.
• Assist with coordination and management of philanthropic initiatives and events.
• Liaise with non-profit organizations, donors, and stakeholders.
• Manage household staff and vendors.
• Oversee family calendars, travel itineraries, and special projects.

Job description

Executive Operations & Personal Affairs Manager

Location GTA

Salary up to $120,000

The position of Executive Operations & Personal Affairs Manager is responsible for leading or assisting with projects. The ability to take on novel projects from initial stages to full implementation is a paramount requirement of the role.

This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

DUTIES AND RESPONSIBILITIES (BUT NOT LIMITED TO)

• Performing personal errands as directed by the Founder & Executive Chairman, and family members.
• Coordination of personal and professional life maintenance tasks.
• Assist in scheduling in collaboration with the Chairman’s Executive Assistant for specific projects or to cover for Executive Assistant in her absence.
• Manage and coordinate the day-to-day operations, maintenance, service providers, and special projects related to the family's residences and residential properties.
• Manage information flow in a timely and accurate manner.
• Make travel arrangements and accommodation requests.
• Assist with planning of events.
• May periodically be required to take minutes during meetings at the discretion of and for the Chairperson
• Produce reports, presentations, briefs, and correspondence as requested; format information for internal and external communication (i.e., memos, emails, presentations, reports)
• Negotiate with vendors on behalf of the company as required.
• Coordinate and engage with architects, engineers, surveyors, marketing, and sales along with our internal corporate teams.
• Investigate inefficiencies and provide resolution options to stakeholders.
• Provide flexible, ad hoc support to ensure the Chairman’s daily life runs smoothly.
• Monitor deadlines and initiate preliminary work on ongoing projects.
• Assist with the coordination and management of philanthropic initiatives and events.
• Liaise with non-profit organizations, donors, and stakeholders.
• Manage household staff and vendors.
• Oversee family calendars, travel itineraries, and special projects.

Skills:

• Discretion and trustworthiness: you will often be party to confidential information
• Excellent verbal and written communications skills
• Flexibility and adaptability
• Ability to be proactive; take initiative
• Tact, diplomacy, and confidentiality
• Organizational skills and the ability to multitask
• Prioritize daily workload
• Effective communication skills and English proficiency
• Strong familiarity with office equipment (i.e., copiers; meeting tools such as projection systems)
• Excellent knowledge of MS Office as well as up to-date with the latest office systems and applications (Outlook, virtual meeting platforms, email platforms, SharePoint, Canva, Mailchimp, Webflow)
• Strong familiarity with a variety of devices and platforms and able to provide Tier 1 level IT support.