Executive Personal Assistant

16 hours ago

Mississauga, Ontario, Canada Executive Assistance Inc. Full time $60,000 - $90,000 per year

Our client seeks a highly organized, adaptable, and professional Executive/Personal Assistant to provide comprehensive support to their CEO and the Office of the President. This role requires balancing high-level executive administrative responsibilities with personal assistance duties, ensuring seamless support across both professional and personal domains.

The ideal candidate will thrive in a fast-paced environment, be flexible with time zone management, and demonstrate the discretion, judgment, and reliability necessary to support an executive who frequently travels for business and personal reasons. The successful candidate must have the "no task is too small" mentality with an upbeat positive attitude.

Key Responsibilities

  • Manage executive calendar, schedule meetings, and coordinate travel (domestic and international).
  • Screen, prioritize, and respond to calls, emails, and correspondence on behalf of the Executive.
  • Prepare documents, presentations, reports, and meeting materials.
  • Ensure the Executive is briefed, prepared, and supported for all meetings and engagements.
  • Supporting the Office of the President when the CEO is travelling.
  • Coordinating home maintenance, contractors, and service providers.
  • Gift shopping and event-related purchases.
  • Coordinating with staff at vacation properties.
  • Ensuring personal calendars align with professional schedules.
  • Planning private events, dinners, and gatherings and attending when required.
  • Sending invitations, managing RSVPs, and organizing catering/decor.
  • Coordinating reservations at restaurants, clubs, and social venues in multiple cities.
  • Managing personal correspondence (cards, thank-you notes, gifts).
  • Tracking, managing, and reconciling personal expenses (credit cards, receipts, reimbursements).

Qualifications

  • Proven experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior executives or HNW Individuals.
  • Exceptional organizational and time management skills, with the ability to multitask and prioritize.
  • Excellent written and verbal communication skills.
  • Strong judgment, discretion, and professionalism in handling confidential information.
  • Valid driver's license and comfort with occasional long drives (e.g., to the Owner's cottage).
  • Tech-savvy, with proficiency in Microsoft Office Suite, Outlook, and related tools.
  • Highly resourceful with connections in multiple cities for chefs, reservations, concierges etc. would be an asset

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