THE ROLE
Reporting directly to the Principal, this role provides comprehensive support across professional and personal matters, including calendar and correspondence management, property, garden and grounds oversight, staff and contractor management, payroll, household and vendor coordination, travel, and special projects.
The successful candidate will be highly organized, discreet and proactive, with the judgment to manage competing priorities independently, the flexibility to adapt as needs change, and a genuine love of large-breed dogs.
This is a varied, high-trust and hands-on role suited to an individual who is happy to roll up their sleeves and get their hands dirty, with a strong service orientation and a background in executive support, estate or property management, personal assistance or hospitality.
KEY ACCOUNTABILITIES
Calendar, Correspondence and Priority Management
- Manage the Principal's calendar to ensure effective use of time, aligning appointments, events and commitments with priorities and preferences.
- Manage correspondence and track critical priorities across professional and personal matters.
- Maintain contact lists and key contact information to support efficient communication.
Document Preparation and Records
- Prepare spreadsheets, memos, letters and reports in support of personal and business matters.
- Maintain organized filing systems and ensure timely delivery of documentation to relevant parties.
Meeting and Event Coordination
- Coordinate meetings and conference calls, including agendas, locations, attendee preparation and technology requirements (video conferencing, printing, scanning).
- Plan and execute special events in coordination with staff and external stakeholders.
Travel Management
- Plan and book domestic and international travel, including itineraries, logistics and contingency plans.
- Prepare in-flight briefing materials and coordinate with the corporate flight operations team.
Household and Vendor Management
- Oversee household operations, including staff coordination, maintenance and ad hoc projects, and ensure health, safety and wellness standards are maintained, including the appropriate use of organic, natural and other household products.
- Coordinate contracted service providers, including housekeeping, cooks, trades and contractors, and banking, accounting and legal professionals.
Property, Garden and Grounds Management
- Oversee the day-to-day management and upkeep of the residence and multiple properties, including maintenance, repairs, capital projects and seasonal preparation.
- Manage the care and development of extensive gardens and grounds, working hands-on alongside gardeners and landscapers as needed.
- Plan and maintain a master property calendar, including scheduled maintenance, seasonal garden programs, inspections, contractor bookings and service renewals.
- Pitch in on outdoor and property tasks as needed, from garden work to minor upkeep.
Contractor and Staff Management
- Source, engage and supervise contractors and trades, including scoping work, obtaining quotes, scheduling, monitoring quality and timelines, and approving invoices.
- Lead, schedule and support household and property staff, including recruitment, onboarding, task assignment and performance follow-up.
- Process payroll for household and property staff, including tracking hours, managing timesheets and coordinating with the accountant on remittances and year-end reporting.
- Maintain staff schedules, vacation coverage and contractor records to ensure seamless continuity of service.
Wardrobe Management
- Maintain and organize the Principal's wardrobe in line with seasonal needs and upcoming events.
- Coordinate cleaning, tailoring and wardrobe updates, and manage packing for travel and special occasions.
Pet Care
- Manage care schedules for the household's large dogs, including feeding, grooming, exercise and veterinary appointments.
- Coordinate with pet sitters, trainers and veterinary professionals as needed.
- Support dog show activities, including registrations, logistics and accompanying the Principal.
Technology Support
- Work with IT support to meet technology requirements and resolve technical issues proactively.
- Manage access to online accounts, ensuring passwords and security protocols are handled appropriately.
Financial and Personal Support
- Assist with personal budgeting and expense management.
- Run errands and manage personal tasks as required.
Relationship Management and Continuous Improvement
- Act as liaison between the Principal and internal and external contacts, supporting effective communication and relationships.
- Recommend improvements to processes, communications and management systems to increase efficiency.
- Support additional business or personal matters as required.
QUALIFICATIONS
- Minimum five (5) years of experience as an Executive Assistant, Personal Assistant or Administrative Assistant, or in a hospitality or customer service role with transferable skills.
- Demonstrated experience in estate or property management, including payroll, calendaring, people management and contractor management.
- Background in large-scale gardening, landscaping or grounds management is a strong asset.
- Post-secondary education in administration, hospitality or a related field is an asset.
- Valid Class 5 driver's license, clean driver's abstract and a reliable vehicle.
- Valid Canadian passport and the ability to travel domestically and internationally, including on short notice.
- Advanced proficiency with standard office technology, software and devices.
SKILLS AND ATTRIBUTES
- Maintains strict confidentiality and exercises discretion, diplomacy and sound judgment at all times.
- Proactive and solutions-oriented, anticipating needs and resolving issues before they escalate.
- Highly organized, with excellent time management and attention to detail; able to manage multiple priorities and meet deadlines.
- Clear and concise written and verbal communicator, able to interact effectively with executives, staff and external stakeholders.
- Composed under pressure, receptive to feedback and adaptable to changing personal and business needs.
- Self-directed and comfortable working independently with minimal supervision.
- Hands-on and willing to get their hands dirty; comfortable with physical and outdoor work in all seasons.
- Confident leading people and managing contractors, holding them accountable to quality, budget and timelines.
- Service-oriented, with a genuine affinity for animals and confidence handling large dogs.
WORKING CONDITIONS
- This role is based in Victoria, BC.
- Regular local travel throughout the day/week to various property locations across the Greater Victoria area.
- Physical, hands-on work, including garden and property tasks, outdoors and in varying weather.
- A large dog-friendly household; candidates must be comfortable around large dogs.
- On-call availability, including evenings, weekends, holidays and additional hours as required.
- Domestic and international travel as required, including on short notice.
