Optimize Financial Group is a premier wealth management firm in Toronto, ON, dedicated to helping clients achieve their financial goals through personalized financial solutions. We specialize in financial planning, portfolio management, tax preparation, debt management, and innovative investment strategies, supported by proprietary technology and exceptional service.
The Opportunity
We are seeking a highly organized, resourceful, and discreet Assistant to provide administrative, office, personal, and project-based support. This full-time, on-site role is well suited to someone who enjoys variety, takes initiative, and can manage multiple priorities with professionalism and strong attention to detail.
The successful candidate will coordinate office operations, meetings, travel, vendors, property-related matters, personal requests, and ad hoc operational projects. This role requires excellent judgment, reliable follow-through, and the ability to handle confidential information with discretion.
Key Responsibilities
- Support inbox management by monitoring correspondence, coordinating required approvals, and following up on outstanding action items.
- Coordinate travel arrangements, including hotels, rental cars, reservations, itineraries, and other logistics.
- Schedule and coordinate personal appointments, leisure activities, errands, family-related matters, and other day-to-day requests.
- Book and prepare boardrooms for meetings, communicate guest details to reception, and ensure rooms are clean, organized, and properly set up.
- Coordinate AV, videoconferencing, catering, and other meeting technology or logistical requirements.
- Assist with personal property management, including coordinating contractors, service providers, maintenance work, vendor access, quotes, invoices, and payment follow-up.
- Report maintenance issues and coordinate follow-up through to completion.
- Coordinate project approvals, invoicing, payments, and communication with relevant internal and external stakeholders.
- Support storage organization, inventory-related projects, and office or operational improvements.
- Source and purchase various operational items, including researching vendors, obtaining quotes, and coordinating delivery where required.
- Provide general administrative and project support as required.
Qualifications
- Previous experience in an executive assistant, administrative coordinator, personal assistant or a similar role. Hospitality or property management is a plus.
- Exceptional organizational, time-management, and multitasking abilities.
- Strong written and verbal communication skills, with a professional and polished manner.
- High level of discretion and sound judgment when handling confidential personal, business, and financial information.
- Proven ability to manage competing priorities, follow through on details, and work independently.
- Comfortable communicating with clients, senior leaders, contractors, vendors, property managers, and service providers.
- Proficiency in Microsoft Office, calendars, email, videoconferencing platforms, and spreadsheet-based tracking tools.
- Availability to work full-time on-site
