SUMMARY
A private household is seeking an experienced, highly organized, and resourceful Executive Personal Assistant to provide comprehensive support to the Founder & Executive Chairman and members of the family.
This multifaceted position combines executive and personal support, residential operations, project management, travel coordination, and oversight of various personal and family affairs. The successful candidate will be entrusted with managing a wide range of responsibilities and projects, from initial planning through successful implementation, while ensuring priorities are handled efficiently and with the highest level of discretion.
The ideal candidate is proactive, adaptable, technologically proficient, and comfortable operating in a fast-paced environment where priorities may evolve quickly. This individual must demonstrate excellent judgment, anticipate needs, and confidently coordinate with household staff, professional advisors, vendors, contractors, corporate teams, and external stakeholders.
This is an excellent opportunity for an accomplished professional seeking a dynamic, long-term position supporting a private family and its executive office.
KEY RESPONSIBILITIES
Executive & Personal Support
- Provide comprehensive personal and administrative support to the Founder & Executive Chairman and members of the family.
- Coordinate personal and professional commitments, appointments, errands, and day-to-day requirements.
- Collaborate closely with the Executive Assistant on scheduling, projects, and priorities, and provide coverage when required.
- Manage the timely and accurate flow of information and communications.
- Prepare reports, presentations, correspondence, briefs, and other documentation as required.
- Coordinate meetings and occasionally prepare meeting minutes.
- Provide flexible and responsive support to ensure the smooth management of daily activities.
- Maintain strict confidentiality regarding all personal, family, business, and financial matters.
Residential & Household Operations
- Coordinate the day-to-day operations of the family’s residences and residential properties.
- Oversee household staff, external service providers, contractors, and vendors.
- Coordinate property maintenance, repairs, inspections, and special projects.
- Liaise with architects, engineers, surveyors, tradespeople, and other professionals as required.
- Monitor outstanding household and property matters and ensure appropriate follow-up and completion.
- Identify operational inefficiencies and recommend practical solutions.
- Ensure residences are maintained and operated according to the family’s expectations and standards.
Project & Vendor Management
- Lead and coordinate a variety of personal, residential, and executive projects from initial planning through implementation.
- Establish priorities, timelines, deliverables, and appropriate follow-up procedures.
- Monitor deadlines and proactively initiate preliminary work on upcoming projects.
- Source, coordinate, and negotiate with vendors and service providers when required.
- Liaise with internal corporate teams and external professionals to facilitate projects.
- Track outstanding matters and ensure projects progress efficiently and according to expectations.
Travel, Events & Family Coordination
- Coordinate domestic and international travel arrangements, accommodation, transportation, and itineraries.
- Maintain and coordinate family calendars and important personal commitments.
- Assist with the organization and execution of private events and special occasions.
- Anticipate logistical requirements associated with travel, events, residences, and family activities.
- Perform personal errands and other duties as requested.
Philanthropic Activities
- Assist with the coordination and administration of the family’s philanthropic initiatives and events.
- Liaise with charitable and non-profit organizations, donors, and other stakeholders.
- Coordinate logistics, communications, documentation, and follow-up associated with philanthropic projects.
QUALIFICATIONS & REQUIREMENTS
- Minimum of 5 years of relevant professional experience as an Executive Assistant, Personal Assistant, Executive Operations professional, Household/Residence Manager, or in a comparable high-level support role.
- College diploma or university degree.
- Demonstrated experience managing multiple priorities, projects, and stakeholders simultaneously.
- Experience coordinating residential properties, household operations, vendors, or service providers is a strong asset.
- Exceptional organizational and time-management skills.
- Excellent written and verbal communication skills in English.
- Strong judgment, discretion, diplomacy, and ability to handle highly confidential information.
- Proven ability to work independently, take initiative, anticipate needs, and solve problems.
- Strong interpersonal skills and ability to interact professionally with family members, executives, household staff, vendors, and external stakeholders.
- High degree of flexibility and adaptability in response to changing priorities.
- Advanced proficiency with Microsoft Office and contemporary digital workplace tools.
- Familiarity with Outlook, SharePoint, virtual meeting platforms, Canva, Mailchimp, Webflow, and similar applications is an asset.
- Strong general technological aptitude with the ability to troubleshoot basic technology and device issues.
- Valid Ontario driver’s licence and access to a reliable vehicle.
- Ability to occasionally lift and move items such as boxes and household or office supplies.
- Legally entitled to work in Canada.
PERSONAL ATTRIBUTES
- Highly discreet and trustworthy.
- Proactive and resourceful.
- Exceptionally organized and detail-oriented.
- Calm and effective under pressure.
- Flexible and adaptable.
- Solutions-oriented with strong problem-solving abilities.
- Professional, diplomatic, and tactful.
- Strong sense of responsibility and accountability.
- Collaborative and team-oriented.
- Able to anticipate needs and operate with minimal supervision.
ADDITIONAL INFORMATION
- Position: Full-time, permanent.
- Schedule: Monday to Friday.
- Flexibility: Occasional early mornings, evenings, weekends, and statutory holidays may be required based on family, travel, event, or project needs.
- Location: Toronto, Ontario.
- Driver’s Licence: Valid driver’s licence and access to a vehicle required.
- Start Date: As soon as possible.
- Compensation: Commensurate with experience.
- Extensive benefits plan provided.
HOW TO APPLY
If you are a highly organized, discreet, and proactive professional who thrives in a dynamic private service environment, we invite you to submit your application. Please apply by submitting your resume along with a brief cover letter outlining your relevant experience and interest in the position.
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 household professionals for private households across Canada and internationally.
