Executive Personal Assistant

1 month ago

Toronto, Canada Klass Full time

Role:                            Executive Personal Assistant
Location:                     Toronto, ON - office at Yonge & Bloor
Type:                           Full Time / Permanent
Compensation:           Competitive compensation package including health benefits & paid vacation

Executive Personal Assistant

We are looking to hire an organized, resourceful, proactive and experienced Executive Personal Assistant to provide professional and personal support to the CEO. This position requires past experience providing support to a senior executive, superior organizational skills, and exceptional attention to detail. The ideal candidate is experienced in handling a wide range of support functions, can handle working under strict deadlines, and thrives in a dynamic and fast-paced environment. We are searching for an Executive Personal Assistant who is highly professional, polished, trustworthy, and understands that confidentiality and discretion are essential in this role. The position will work closely with the CEO (and his family), and you must also be comfortable working independently.

Responsibilities

Personal 

  • Provide day-to-day assistance and administrative support to the CEO
  • Manage CEO's calendar and appointment scheduling (business and personal)
  • Arrange complex and detailed international business and leisure travel itineraries (including flight, accommodations/hotel, car, food, restaurant reservations, transportation, activities, conferences, checking-in process, etc.)
  • Manage Aeroplan Rewards & other loyalty programs/status
  • Personal errands - gifting/shopping, restaurant reservations, event tickets, registrations, etc.
  • Organize and complete document renewals (ie. passport renewal, nexus renewal, travel visas, driver’s license, health card, contract renewals, etc.)
  • Maintain various databases for the office of the CEO – tracking expenses, documents, contracts, agreements, and property checklists
  • Anticipate needs of the CEO (thinking ahead about recurring appointments, document renewals, travel, etc.) and ability to take on ad-hoc special projects and ambiguous requests – YOU ARE A PROBLEM SOLVER

Properties

  • Manage household errands, paying personal bills, filling out program applications, coordination of vehicles (including maintenance), coordination of deliveries
  • Coordinate and plan events (dinners, golf, parties) – including managing invitations, staff, logistics, catering, etc.
  • Oversight and assist with operations of multiple personal properties including managing relationships with vendors and household staff, and serving as point of contact for external vendors:
    • Scheduling maintenance and repairs for properties – ie. appliances, HVAC
    • Facilitate the opening, closing and maintenance of multiple properties (includes pools, gardening contracts, maintenance workers)

Office Administration

  • Administrative duties related to the CEO's office (manage and order office supplies, co-ordinate office cleaning, oversee plant care, document management, mail, and other office admin tasks)
  • Communicate with key stakeholders on behalf of the CEO including staff, clients, partners, investors, charitable organizations
  • Analyze and address incoming enquiries (personal, charitable, professional) and prioritize appropriately
  • Retrieve information and compile documents, as requested, from records, email, minutes, and other related documents
  • Coordinate annual insurance renewals – commercial, personal, properties, vehicles, etc.
  • Enhance a strong team culture with your positive attitude and natural tendency to help others
  • Support the greater team on various administrative projects

Business Administration

  • Assist with an e-commerce business:
    • Create courier and Fedex labels – coordinate all shipping of merchandise
    • Manage website and upload new photos/press to the company’s website
    • Manage pricing catalogue and inventory tracking
    • Create event invites and edit photos (in CANVA)
    • Communicate with vendors to assist with any incoming inquiries
    • Pick up and delivery of inventory and merchandise items
    • General administrative support to the CEO of the business

Requirements

  • A minimum of 5 to 10+ years of professional experience as an Executive Assistant, Senior Executive Assistant, Personal Assistant, Administrative Assistant, Office Manager or Project Manager supporting Senior/C-Suite Executives
  • Experience supporting a CEO is strongly preferred
  • Must have a University Degree
  • Strong excel spreadsheet skills required
  • Technically savvy when it comes to computers, phones, tablets, tech
  • Project Management experience is an asset
  • A/P experience (paying bills) is an asset
  • Ability to tackle a to-do list independently and proactively – you are resourceful
  • You are curious and a fast learner
  • Highly resourceful: you thrive when problem solving and completing tasks efficiently, you are comfortable performing research on new topics
  • Highly organized: able to create systems for organization and ensure tasks are done on time
  • Detail oriented: ability to complete tasks to specifications and with obsessive attention to detail
  • Strong communication skills (written and verbal): engage effectively with many stakeholders via email, text, phone, and in-person, highly professional communicator and strong relationship management skills, experience liaising with executive-level stakeholders
  • Strong problem-solving skills: tackle any task assigned independently, and proactively address issues that may arise
  • Self-motivation: works well independently and is proactive
  • Flexibility: adapts successfully to changing situations, highly responsive, ability to work beyond standard business hours (if needed)
  • Excellent interpersonal skills, upbeat and high energy personality
  • Ability to handle stressful situations and work under pressure with ease and good judgement
  • Proven experience maintaining the highest standards of privacy, confidentiality, integrity and discretion
  • Professional and polished demeanor - emotional maturity & strong judgement
  • Driver’s License is an asset, but not required

Klass is committed to a diverse and inclusive workplace. Klass is an equal opportunity employer committed to a barrier-free recruitment and selection process. We believe that getting to the best outcomes requires diverse perspectives and backgrounds. We encourage applications from everyone regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. Klass provides an accessible candidate experience. If you require any accommodations or adjustments throughout the recruitment/interview process and beyond, please let us know.

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