Executive Coordinator / Personal Assistant
- Toronto, ON, Canada
Compensation: $65,000-$80,000+ plus comprehensive benefit package · Full-time
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Job details
- Pay
- Compensation: $65,000-$80,000+ plus comprehensive benefit package
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
Industry Sector: Private Family Office / Asset Management
Compensation: $65,000-$80,000+ plus comprehensive benefit package
Location: Hybrid Remote, in-office and some local travel
Hours: Permanent part time (25-30hrs/wk)
Client Overview
Our client is a Private Family Office with multiple assets.
Role Overview
You will work with the Family Office Controller and Family Principals to provide high-quality support and execute a variety of responsibilities with duties including but not limited to:
- Property & Asset Management including management of four residences, working closely with property managers to ensure residences are well-maintained and managed
- Manage and update the art inventory portal, ensuring accurate and timely documentation of assets and coordinating artwork movements with external partners
- Support vehicle maintenance and related administrative needs for the family
- Assist the Controller with expense tracking and provide back-up support for payment processing (credit cards, invoices, bills, etc.) and other administrative tasks
- Maintain an organized system for digital document storage, ensuring invoices, contracts and other materials are accurately archived and easily accessible
- Work closely with one of the senior family Principals to manage and coordinate scheduling and meeting logistics, coordinate travel logistics for family members
- Oversee purchases, gifting, product returns, reservations and bookings
- Manage renewal trackers for key personal items (passports, Nexus, driver’s licenses, health cards, etc.)
- Provide administrative support for the family’s philanthropic initiatives as required
- Assist with special projects, manage ad hoc errands and other duties as assigned
- Post-secondary education required.
- Minimum 3-5 years of administrative experience in a professional, fast-paced environment (experience within the financial services industry or supporting senior business executives is an asset)
- Highly detail-oriented and organized with excellent time management and prioritization skills
- Exceptional verbal, written and listening communication skills
- Tech-savvy and comfortable navigating digital tools, apps and platforms
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with Quicken is an asset
- Reliable and responsive, with the ability to manage occasional after-hours requests when required
- Valid driver’s license and access to a vehicle are assets
TSSHP
Job ID: # 16818073
More about this job
Responsibilities
Provide administrative and personal support to the Family Office Controller and family principals, including managing residences, assets, art inventory, vehicle-related administration, expenses, and digital records. Coordinate schedules, meetings, travel, purchases, bookings, renewals, philanthropic support, special projects, and occasional errands.
Requirements
Post-secondary education and 3–5 years of administrative experience in a professional, fast-paced environment are required; financial services or senior executive support experience is an asset. Candidates should be highly organized, detail-oriented, communicative, comfortable with digital tools and Microsoft Office, and able to respond to occasional after-hours requests; a valid driver’s license and vehicle are assets.
Skills
- Administrative Support
- Property Management
- Asset Management
- Art Inventory Management
- Expense Tracking
- Payment Processing
- Digital Document Management
- Scheduling
- Meeting Coordination
- Travel Coordination
- Purchasing
- Reservation Management
- Renewal Tracking
- Microsoft Office
- Quicken
- Time Management
Benefits
- Comprehensive Benefit Package
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Finance & Accounting
- Management & Leadership
- Art & Design
Keywords
- Private Family Office
- Asset Management
- Property Management
- Family Principals
- Controller
- Art Inventory
- Artwork Coordination
- Vehicle Maintenance
- Expense Tracking
- Payment Processing
- Credit Cards
- Invoices
- Digital Document Storage
- Scheduling
- Meeting Logistics
- Travel Logistics
- Purchasing
- Gifting
- Product Returns
- Reservations
- Renewal Trackers
- Philanthropy
- Special Projects
- Microsoft Office Suite
- Word
- Excel
- Outlook
- PowerPoint
- Quicken