Closed listing
Executive Assistant & Office Manager
- Toronto, ON, Canada
Compensation: CA$85,000.00-CA$120,000.00 per year · Full-time
This opening has closed.
The original listing is kept below for reference.
Job details
- Pay
- Compensation: CA$85,000.00-CA$120,000.00 per year
- Job type
- Full-time
- Closing date
- Posting language
- English
- Posted
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Search current openingsOriginal job description
Archived listing. The details below describe a past opening.
About the Role
A newly-formed private family office in Toronto is seeking a highly organized, discreet Executive Assistant and Office Manager to support the principals across business and personal matters. This position reports to the CEO and President, offers room for growth and the exciting opportunity to shape the foundation of a substantial family office. This is a high-trust role at the centre of the family's affairs, requiring sound judgment, absolute confidentiality, and the ability to manage complexity calmly and independently. Although availability during regular business hours is generally expected, the principals value productivity and timely results over hours worked. As such, the role permits reasonable flexibility to accommodate lifestyle needs.
Responsibilities
- Manage complex calendars, scheduling, and correspondence for the principal(s)
- Manage day-to-day needs of the office (e.g. maintain office supply stock, coordinate and attend meetings with vendors)
- Handle internal and external correspondence
- Prepare and organize documents, expense reports, and meeting materials
- Act as liaison with advisors, lawyers, accountants, vendors, and household staff
- Track deadlines, follow-ups, and commitments across business and personal matters
- Handle ad hoc personal and lifestyle requests as they arise
- Coordinate domestic and international travel, including itineraries and logistics
- Maintain strict confidentiality and discretion at all times
Requirements
- 5+ years as an Office Manager and Executive or Personal Assistant supporting a family office
- Exceptional organizational and prioritization skills; proactive and anticipatory
- Willingness to get the job done, big or small
- Strong written and verbal communication with attention to detail
- Proficiency with Microsoft Office
Preferred/Not Required
- Bookkeeping experience & familiarity with accounting software (QBO)
- Experience handling AP/AR
Compensation: CA$85,000.00-CA$120,000.00 per year
Reports to: Family Office President & CEO
Location: Toronto, ON (in-office / hybrid) | Type: Full-time, permanent
Applications will be handled in strict confidence.
More about this job
Responsibilities
Manage the principals’ complex calendars, correspondence, documents, expenses, meetings, travel, and office operations. Coordinate with professional advisors, vendors, and household staff, track commitments, and handle personal requests with strict confidentiality.
Requirements
Requires at least five years of experience as an Office Manager and Executive or Personal Assistant supporting a family office. Candidates should demonstrate exceptional organization and prioritization, proactive judgment, strong written and verbal communication, attention to detail, and proficiency with Microsoft Office; bookkeeping, QBO, and AP/AR experience are preferred but not required.
Skills
- Calendar Management
- Scheduling
- Correspondence Management
- Office Management
- Organization
- Prioritization
- Proactive Planning
- Written Communication
- Verbal Communication
- Attention to Detail
- Confidentiality
- Discretion
- Travel Coordination
- Expense Reporting
- Microsoft Office
- Bookkeeping
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Management & Leadership
- Finance & Accounting
Keywords
- Family Office
- Executive Assistant
- Personal Assistant
- Office Manager
- Microsoft Office
- QuickBooks Online
- QBO
- Bookkeeping
- Accounts Payable
- Accounts Receivable
- AP/AR
- Calendar Management
- Travel Coordination
- Expense Reports
- Vendor Coordination
- Confidentiality
- Discretion
- Investment Management