Personal Assistant

Confidential; Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

Confidential, located in the Downtown Toronto area, seeks an experienced Personal Assistant to provide dedicated one-on-one support to the principals of a private family office. This on-site role focuses on personal affairs for the family, with a separate individual handling corporate matters.

The candidate must be highly organized, proactive, discreet, and capable of managing multiple priorities while delivering personalized support.

Qualifications

• Experience as a Personal Assistant or private support role.
• Experience supporting high-net-worth individuals or private families preferred.
• Exceptional organizational skills with multi-priority management.
• Strong communication and professional demeanor.
• Proficiency with Microsoft Outlook, Excel, and Office applications.

Responsibilities

• Manage complex family calendars and ensure conflicts are resolved.
• Coordinate domestic and international travel arrangements.
• Schedule medical appointments and reminders for family members.
• Arrange extracurriculars, school coordination, and attendance tracking.
• Maintain organized family records and important documents.
• Pay household bills and log expenses and purchases.
• Assist with personal shopping, errands, and product research.
• Coordinate birthdays, holidays, charitable events, and personal functions.
• Arrange programs, camps, sports, and activities for family members.
• Receive and organize mail and deliveries while maintaining confidentiality.

Skills

Organizational skills

Discretion

Proactive

High-net-worth experience

Communication

Tools

Microsoft Outlook

Excel

Microsoft Office

Job description

We are seeking an experienced Personal Assistant to provide dedicated one-on-one support to the principals of a private family office located in the Downtown area. This is a fully onsite position supporting the family's personal affairs exclusively, with a separate individual responsible for the corporate side of the business.

The successful candidate will be a highly organized, proactive professional who thrives in a fast-paced environment, exercises exceptional discretion, and enjoys anticipating needs before they arise. This role requires someone who can seamlessly manage multiple priorities while providing a high level of personalized support to the family.

Key Responsibilities

• Manage complex family calendars, ensuring schedules remain organized and conflicts are proactively resolved.
• Coordinate domestic and international travel, including flights, hotels, transportation, visas, itineraries, and activities.
• Schedule medical appointments and maintain ongoing reminders for family members.
• Register children for extracurricular activities and coordinate with schools regarding absences and scheduling.
• Maintain family records, ensuring important documents remain current and organized.
• Pay household bills and maintain detailed purchasing and expense logs.
• Assist with personal shopping, errands, and product research while sourcing the best options based on quality, availability, and cost.
• Coordinate birthdays, holiday celebrations, charitable events, and other personal functions.
• Research and arrange programs, camps, sports, lessons, and recreational activities for family members.
• Receive and organize incoming mail and deliveries.
• Provide general administrative support while maintaining complete confidentiality at all times.

Requirements

• Previous experience as a Personal Assistant, or in a similar private support role.
• Experience supporting high-net-worth individuals, executives, or private families is strongly preferred.
• Exceptional organizational skills with the ability to manage multiple competing priorities.
• Strong communication skills and a polished, professional demeanor.
• Advanced proficiency with Microsoft Outlook, Excel, and Microsoft Office.
• Resourceful, proactive, and able to anticipate needs with minimal direction.
• High level of discretion, sound judgment, and professionalism.
• Comfortable working onsite five days per week in downtown Toronto.

What's Offered

• Opportunity to support a well-established private family in a trusted, long-term capacity.
• Varied and engaging role with significant autonomy and responsibility.
• Collaborative and respectful working environment.
• Highly competitive compensation package based on experience.