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Executive and Personal Assistant

2 weeks ago

Vaughan, Ontario, Canada Apollo Health and Beauty Care Full time

Benefits:

  • Gym Access
  • Dental insurance
  • Health insurance

We're Hiring a Personal Assistant to our CEO – Join Our Team

Are you a
travel-savvy professional
who thrives in a fast-paced environment? We're looking for an
Executive/Personal Assistant to the CEO
to
manage extensive travel arrangements
(95%) and provide
high-level administrative support
(5%). The ideal candidate is flexible, detail-oriented, and proactive—someone who can anticipate needs, handle shifting priorities, and maintain absolute trust and discretion.

If you're ready to support a dynamic executive with professionalism and precision, we'd love to hear from you

Job Responsibilities

  • Travel Coordination: Efficiently book and manage flights, accommodations, rental cars, and transportation while navigating last-minute adjustments. Handle all logistics with a focus on efficiency, cost-effectiveness, and seamless execution — even during last-minute changes or disruptions.
  • Itinerary & Schedule Management: Build and maintain detailed travel itineraries, ensure alignment with executive preferences, and proactively adapt plans as needed to support dynamic schedules.
  • Executive Support: Provide high-level support by prioritizing tasks, organizing meetings, preparing agendas, and ensuring daily operations run smoothly.
  • Confidentiality & Discretion: Provide high-level support by prioritizing tasks, organizing meetings, preparing agendas, and ensuring daily operations run smoothly.
  • Administrative Duties (5%): Maintain organized filing systems, prepare reports, and assist with executive communications.

Job Specifications & Requirements
Knowledge & Experience:

  • Minimum 3+ years previous experience as executive/personal assistant to a high demand professional.
  • Strong knowledge and hands-on experience in the travel industry, with proficiency in using booking platforms, managing itinerary changes, and coordinating both land and air travel arrangements.
  • Background in luxury travel industry preferred, with strong familiarity in premium accommodations and services.
  • Advanced proficiency in scheduling tools, Microsoft Office, and travel management systems.

Skills & Attributes:

  • Exceptionally organized and detail oriented.
  • Responsive and adaptable under shifting priorities.
  • Resourceful problem-solver who can navigate complex scheduling needs.
  • Professional and poised, maintaining confidence in high-pressure scenarios.

Work Conditions:

  • Frequent travel responsibilities—the candidate must be comfortable handling extensive travel logistics.
  • Must be readily available to the CEO and proactive in managing last-minute changes.
  • Ability to work independently while maintaining strict confidentiality.