Personal Assistant

7 months ago

Toronto, Canada Marcatus QED Full time

**Job Title**: Personal Assistant

**Reporting to**: Executive Assistant

**Short Description**:
**Primary Objectives**:

- Credit Cards
- Monitor and manage credit card transactions and expenses.
- Ensure timely payments of credit card bills and reconcile statements.
- Personal Appointments:

- Maintain the CEO's calendar and schedule appointments, meetings, and events.
- Coordinate with relevant parties to set up and confirm appointments.
- Send reminders and ensure the employer is well-prepared for each appointment.
- Household affairs:

- Take care of various household-related tasks, such as grocery shopping, managing household supplies, and coordinating with household staff
- Organize and supervise household maintenance, repairs, and renovations as needed.
- Family affairs:

- Assist in organizing family events, celebrations, and gatherings.
- Arrange travel arrangements and accommodations for family members when required.
- Support the CEO in managing family-related documents and paperwork.
- Quick-front requests:

- Handle urgent and time-sensitive requests efficiently and effectively.
- Prioritize tasks based on their importance and urgency.
- Be adaptable and quick to respond to unforeseen circumstances or changes in plans.
- Meals:

- Plan and coordinate meal preparations, including special dietary requirements or preferences.
- Assist with grocery shopping and meal deliveries.
- Weekly Spending-Finance:

- Keep track of weekly spending and maintain financial records.
- Create and maintain expense reports for review and analysis.

**Duties & Responsibilities**:

- Researching and providing C-level executives with information, spreadsheets, project tracking on various projects.
- Coordinating with the 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.
- General duties as assigned; gather lunch, personal errands, etc.
- Overseeing the running of the home, including but not limited to, organising external contractors and maintenance.
- Filing/organisation: ensuring ‘Bible’ and all pertinent areas of paperwork are organised 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.
- Gifting: gift-buying and planning for birthdays, special occasions, corporate gifts, etc.
- Event Planning: ability to help organise, plan, and decorate for special events (birthdays, gatherings, parties, company Christmas party, etc.).
- Credit card/expense reconciliation; coordinating with the Finance team.
- Booking and arranging travel, transport and accommodation, as directed by the Executive Assistant.
- Must love dogs: you will also be caring for two large dogs.
- Organisation and management of large-scale building work and farm-related projects.

**About you**:

- Capable of delivering accurate results in a fast-paced and dynamic atmosphere
- Ability to create partnerships, adapt to changing situations, and ensure key stakeholders are informed of important information in a timely manner.
- Provide administrative support, manage competing schedules, and organize information efficiently and effectively.
- Strong attention to detail and ability to work independently as well as in teams.
- Excellent communications skills, both verbal and written in English
- Problem-solving and proactive approach, ability to think creatively about how to address challenges.
- Highly adaptable to be able to adjust schedules according to shifting business priorities.
- Able to organize and plan how to smartly divide time between a variety of activities.
- Strong work ethics with a high level of integrity, confidentiality, and professionalism.
- Ability to work successfully with people from different backgrounds and cultures.
- You are results-oriented, adaptive, flexible, and thrive in a dynamic environment.

**Company Profile**

Marcatus QED is a leading edge agri-food solutions company helping consumer brands develop bespoke sourcing programs, innovative products, and sustainable supply chains around the globe. The vision of Marcatus QED is to be a purpose-driven global enterprise, committed to creating sustainable solutions and fostering meaningful relationships throughout our supply chain. With an unwavering focus on our clients large and small, and a constant drive to exceed our own expectations and embrace innovation, we measure our success not only by financial results but also by the positive impact we make. We are passionate and compassionate ind

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