Provide high-level administrative support to an Executive Chairman and family: manage calendars, travel, expenses, communications, household and domestic staff liaison, event and ticket coordination, medical claims and children s appointments, and act as point person during travel and as backup to other executive PAs.
Summary
We are looking for an Executive Personal Assistant to perform a variety of administrative tasks and support an Executive Chairman (principal) & Family. The Executive Personal Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well organized, have great time management skills, have a sense of discretion, and be able to act without guidance. Ultimately, you will contribute to the efficiency of the organization by providing personalized and timely support.
Responsibilities
- Acting as first point of contact to the principal, fielding/screening calls and correspondence.
- Managing schedules for the principal and family, organizing meetings and appointments, controlling access to the principal.
- Booking and arranging travel, transport, and accommodation in collaboration with travel agent.
- Being available as a point person when principal & family are travelling (some evenings and weekends required).
- Assist in organizing fundraising events, private parties, and executive retreats.
- Follow-up/remind principal of important tasks, appointments/deadlines.
- Managing databases and filing systems.
- Liaising with corporate staff.
- Liaising with Estate Manager and domestic staff.
- Maintain & submit expense reports to accounting.
- Medical claims submissions for principal and family.
- Organizing children’s activities calendar, doctor’s appointments, etc.
- Placing online shopping orders/returns for principal & family.
- Maintain all personal information of principal & family, making sure all is up to date.
- Manage petty cash.
- Managing hockey/football and tennis season ticket distribution as well as miscellaneous ticket requests.
- Support and act as a back-up to other Executive Personal Assistants.
Qualifications and requirements
- Must have at least 5 years' experience as Executive Personal Assistant.
- Ability to treat confidential information with discretion.
- Excellent organizational and time management skills and the ability to multitask.
- Ability to be proactive and take initiative.
- Possess tact and diplomacy.
- Excellent communication skills spoken and written in both French and English.
- Excellent knowledge of Microsoft Office/Outlook, Word, Excel, and Power Point an asset.
Additional information
- Possibility of flexible working model (Hybrid).
- Competitive salary based on experience.
- Full range of benefits provided.
- Monday to Friday (flexibility required).
- Three (3) weeks’ vacation.
How to apply
This role offers a unique opportunity to work in a dynamic and rewarding environment, utilizing your multiple skills to contribute to the success of a prominent family office. If you have a passion for excellence and a commitment to exceptional service, we would love to hear from you!
Candidates are invited to submit a resume and a cover letter describing why you are interested in this position. Please send your application to [email protected] or by applying online.
We thank all applicants for their interest, but only those selected for an interview will be contacted.
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