Personal Assistant

Confidential; Toronto; On-site; CAD 70,000 - 110,000; Full time

Benefits offered by this job

Competitive pay

Autonomy

Long-term role

Downtown Toronto

Job summary

Confidential in Downtown Toronto seeks an experienced Personal Assistant to provide dedicated one-on-one support to the principals of a private family office. This fully onsite role supports the family’s personal affairs only, with a separate team handling corporate matters.

The ideal candidate will be highly organized, proactive, discreet, and able to anticipate needs in a fast-paced environment, coordinating calendars, travel, and personal tasks with minimal direction.

Qualifications

• Previous experience as a Personal Assistant or private support role.
• Experience supporting high-net-worth individuals, executives, or private families is strongly preferred.
• Exceptional organizational skills with ability to manage multiple priorities.
• Strong communication skills and a professional demeanor.
• Advanced proficiency with Microsoft Outlook, Excel, and Microsoft Office.

Responsibilities

• Manage complex family calendars and proactively resolve scheduling conflicts.
• Coordinate domestic and international travel, visas, itineraries, and arrangements.
• Schedule medical appointments and maintain reminders for family members.
• Register children for extracurricular activities and coordinate school communication.
• Maintain confidential family records and organize important documents.
• Pay household bills and maintain detailed expense logs.

Skills

Organizational skills

Communication skills

Discretion

Proactive

Multitasking

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.