Personal Assistant

Reports to:Executive Assistant
Role:Hourly pay

Outcomes:

• Ensuring comprehensive, detail
• and results-oriented support to C-level executive, their family and household
• Working with C-level executive, Executive Support Team and household team to ensure executive and family are on schedule/all activities are running smoothly and on time
• Being able to take charge and offer solutions/anticipate any change in plans; communicating and coordinating with Executive Support Team to ensure continuity in execution
• Providing a range of options, solutions, choices, and possibilities to help design the ideal environment/lifestyle/activity for the executive, the family, or any particular individual

Job Duties/Responsibilities:

• Researching and providing C-level executive with information, spreadsheets, project tracking on various projects
• Coordinating with Executive Assistant and other members of the household staff as needed
• Able to be proactive, anticipate needs and see the big/small picture as well as be discreet at all times.
• You are: a positive, solutions-oriented individual with exceptional interpersonal skills,high emotional intelligence
• General duties as assigned; gather lunch, personal errands, etc.
• Overseeing the running of the home, including but not limited to, organizing external contractors and maintenance;
• Filing/organization: ensuring ‘PA/EA Bible’ and all pertinent areas of paperwork are organized and gathered (i.e. properties, financial,
• Addressing on-the-fly tasks as they arise, such as researching vendors to repair broken items, driving vehicles to be repaired/cleaned, rearranging décor or furnishing rooms/offices, etc.
• Property management duties (i.e. overseeing upkeep, cleaning services, or external contractors/maintenance for properties, ensuring rent cheques are paid on time), etc., coordinating with external vendors as needed
• Ability to drive longer distances to additional sites as needed
• Car maintenance and/or service as needed; bringing cars into service, detailing, etc.
• Gifting: gift-buying and planning for birthdays, special occasions, corporate gifts, etc.
• Event Planning: ability to help organize, plan, and decorate for special events (birthdays, gatherings, parties, company Christmas party, etc.)
• Credit card/expense reconciliation; coordinating with Finance team
• Booking and arranging travel, transport and accommodation, as directed by Executive Assistant
• Must love dogs: you will also be caring for two large dogs

Personal Attributes:

• Character and Culture: Relatable and engaging personality, enjoys working with others, and has strong written and verbal communication skills.
• High emotional intelligence, cultural intelligence with successful ability to work with different types of people from various backgrounds/cultures
• Client-first, service-oriented and caring individual - putting the needs of the individual person/family/household first. You take pride and satisfaction in knowing you have helped to support the family/household/principal.
• Attention to Detail: You are obsessed with making sure every piece is where it needs to be and can't let something go until you know it's perfect.
• Prioritization and Efficiency: Internal strong sense of urgency, you can determine what to focus on first and can work both quickly and efficiently to maintain multiple deadlines. You keep on top of all tasks and know how to organize and maintain them all.

Qualifications and Experience

• Prior experience in personal assisting - senior level executive experience preferred
• Must be flexible with working outside of regular business hours (available on evenings and weekends)
• Must have excellent verbal and written communication skills
• Must be able to lift heavy items
• Must be able to drive to real estate properties and be able to do basic maintenance
• Must be highly organized, and be able to prioritize and multi-task in a busy, fast-paced environment
• Must be self sufficient, proactive, and can work independently
• Must be highly detail-oriented and have stellar time management skills
• Must be self-motivated and have the ability to work well both independently and in a team
• Must be comfortable dealing with individuals at all levels of an organization
• Must be highly organized
• Must be proficient in MS Office

Must have:

• Driver's License Education and Certifications
• Minimum education required: University Degree or College Diploma
• Ability to drive, clean driving record and a reliable vehicle

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Toronto, ON: reliably commute or plan to relocate before starting work (preferred)