Administrative Coordinator

2 weeks ago

Toronto, Canada Executive Assistance Inc. Full time

The Administrative Coordinator will report directly to the Chief of Staff for the Office of the CEO. This role will be responsible for complex calendar management and scheduling, travel and event logistics, property and household staff/vendor coordination, and special project administration. The position is located in Midtown Toronto and is an in-office role.


Ideal candidates will thrive in “pivot-on-demand” environments, be masterful at task and project execution, and possess superior resourcefulness with the ability to get things done “on the fly”. The team values candidates who are energetic, positive, resourceful, and highly collaborative.


A Day in the Life:


  • Assist in tracking expenses and bills, credit card reconciling, staff expenditure approval, and submitting the expense reports to accounting partners in the Family Office.
  • Coordinate projects as assigned, including deliveries to multiple properties, interior design photo shoots, renovations, international property managers, security, vehicles, pilots, yacht staff, and drivers.
  • Dealing with vendors all over the world including utilities, mobile, wifi, property management, housekeeping, and general contractors. 
  • Setting and cancelling personal appointments.
  • Assist with itinerary planning and logistics management.
  • Document all aspects of the trip, including transfers, logistics, accommodations, activities, and meal reservations and coordination.
  • Assist in tracking expenses and bills, credit card reconciling, staff expenditure approval, and submitting the expense reports to accounting partners in the Family Office.
  • Collaborate with the Chief of Staff, and external event planners on planning, set-up, organization, invites and RSVPs, and seamless orchestration of small-to-large-scale events, including menu choices, run-of-show, timeline, etc.
  • Coordinate recruitment, sourcing, vetting, and scheduling of housekeeping, nanny, drivers, and culinary staff and organize submitted hours for review.


Experience and Strengths:


  • Tech-savvy: Comfortable with all standard Mac/PC and internet skills, including email; apps; spreadsheets; calendaring programs.
  • Excellent written and verbal communication skills.
  • Laser focused, resourceful, quick to act on tasks at all levels both clerical and high level.
  • Resilient and able to switch gears on a moment’s notice.
  • Not afraid to pick up the phone to get things done. 
  • Highly resourceful with the ability to build relationships in order to facilitate completion of complex projects under the guidance of the COS.
  • Basic knowledge of recruitment and/or onboarding would be an asset.

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