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TalentSphere Staffing Solutions

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: Dec 4, 2026
Posting language: English
Posted: Nov 4, 2026

Original job description

Position: Executive Coordinator /Personal Assistant

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

Qualifications

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

LI-TS1

TSSHP

Job ID: # 16818073

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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

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

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