SUMMARY
A private family is seeking an experienced, highly organized, and discreet Executive Personal Assistant (EPA) to provide comprehensive administrative and personal support to a principal and family during a maternity leave.
The Executive Personal Assistant will be responsible for managing complex calendars, coordinating travel, overseeing personal administration, and acting as a key liaison between the principal, family, corporate staff, Estate Manager, and household team.
The ideal candidate is proactive, resourceful, and highly adaptable, with excellent judgment and the ability to anticipate needs and manage priorities independently. This is a temporary position for several months, well suited to an experienced professional who thrives in a fast-paced and confidential environment.
KEY RESPONSIBILITIES
Executive & Administrative Support
- Act as the primary point of contact for the principal, screening and managing calls, correspondence, requests, and other communications.
- Manage complex calendars for the principal and family, including meetings, appointments, personal commitments, and scheduling priorities.
- Coordinate meetings and appointments while appropriately managing access to the principal.
- Anticipate upcoming priorities and remind the principal of important tasks, appointments, commitments, and deadlines.
- Maintain organized databases, records, documents, and filing systems.
- Liaise effectively with corporate staff and other professional contacts.
- Provide support and act as a backup to other Executive Personal Assistants as required.
Travel & Logistics
- Coordinate domestic and international travel arrangements, including transportation and accommodation, in collaboration with the family's travel agent.
- Prepare and maintain detailed travel information and itineraries.
- Serve as a point of contact while the principal and family are travelling.
- Remain available for occasional evening and weekend assistance when required due to travel or other time-sensitive matters.
Family & Personal Support
- Coordinate the children's activities, appointments, and schedules.
- Arrange medical and other personal appointments for family members.
- Prepare and submit medical claims for the principal and family.
- Place and manage online shopping orders, exchanges, and returns.
- Maintain accurate and up-to-date personal and administrative information for the principal and family.
- Assist with other personal requests and administrative matters as required.
Financial & Expense Administration
- Prepare, maintain, and submit expense reports to accounting.
- Manage petty cash and maintain accurate supporting records.
- Coordinate with accounting and corporate staff regarding personal expenses and administrative matters as required.
Events & Household Coordination
- Assist with the organization and coordination of fundraising events, private functions, and executive retreats.
- Liaise closely with the Estate Manager and domestic staff to ensure effective communication and coordination across the household.
- Support special projects and other priorities as they arise.
QUALIFICATIONS & REQUIREMENTS
- Minimum of 5 years of experience as an Executive Personal Assistant, ideally supporting a principal, executive, or private family.
- Demonstrated ability to handle highly confidential and sensitive information with discretion.
- Excellent organizational, prioritization, and time-management skills.
- Proven ability to manage multiple priorities and changing requirements in a fast-paced environment.
- Highly proactive, resourceful, and capable of working independently with minimal direction.
- Strong judgment, tact, diplomacy, and professional discretion.
- Excellent written and verbal communication skills in French and English.
- Strong proficiency with Microsoft Outlook and Word; knowledge of Excel and PowerPoint is considered an asset.
- Flexibility to provide occasional evening and weekend support when the principal and family are travelling.
PERSONAL ATTRIBUTES
- Highly organized and detail-oriented.
- Discreet, trustworthy, and professional.
- Proactive and solutions-oriented.
- Resourceful and adaptable.
- Calm and composed under pressure.
- Strong interpersonal skills and emotional intelligence.
- Service-oriented with the ability to anticipate needs.
- Comfortable working collaboratively with executive, household, and professional teams.
POSITION DETAILS
- Position: Executive Personal Assistant
- Employment Type: Temporary maternity leave contract
- Duration: Several months
- Schedule: Full-time, with occasional evening and weekend availability as required
- Language: Fluency in French and English
HOW TO APPLY
If you are an experienced Executive Personal Assistant that worked previously within a UHNW household, that you are a highly organized, discreet, and proactive professional who thrives in a dynamic private service environment, we invite you to submit your application. You can do so by submitting your resume along with a brief cover letter outlining your relevant experience and interest in the position with the Apply button or send them to nicolas@elitedomo.com
We thank all applicants for their interest. However, only candidates selected for an interview will be contacted. All applications will be handled with the utmost confidentiality.
ABOUT ELITE DOMO
Elite Domo specializes in the recruitment of experienced private household professionals for private families across Canada and internationally.
*This is the English version of job posting Assistante Personnelle Executive #2077.
