Private Family Office

Reports To: Principals
Location: Burlington, Ontario
Type: Full-Time

About the Role

The Executive Administrator is responsible for ensuring the family office runs smoothly, efficiently, and discreetly. This role owns the administrative foundation of the office, including systems, vendors, processes, and service standards.

Initially, the role will be highly hands-on, balancing execution with oversight. As support roles are added, the focus will shift toward leadership and coordination. Success is measured by seamless service to the families and reliable, scalable operations across the office.

Key Responsibilities

Operations & Service Delivery

· Establish and maintain operating standards, policies, and vendor relationships.

· Coordinate office operations across executive support, family services, property management, and IT.

· Oversee document management, expense administration, and onboarding/offboarding processes.

· Support insurance reviews with Finance and external advisors.

Administration & Records

· Maintain document, filing, and records-retention systems.

· Coordinate document execution, notarization, and secure delivery.

· Handle administrative and personal requests that fall outside defined responsibilities.





· Organize team events and internal gatherings.

Family Services & Lifestyle

· Coordinate travel, events, memberships, concierge services, and personal requests.

· Liaise with travel providers to ensure seamless itineraries and changes.

· Maintain privacy protocols, confidentiality standards, and NDA records.

· Problem solve day-to-day issues.

Qualifications

· 5–10 years of experience in administration, office management, executive support, or private wealth/family office environments.

· Robust and proven ability to problem solve within a agile environment.

· Proven ability to balance hands-on execution with process development and coordination.

· Exceptional discretion and professionalism when handling confidential matters.

· Robust organizational, vendor management, and problem-solving skills.

· Comfortable with technology, systems, and cybersecurity fundamentals.

· High emotional intelligence and a service-oriented mindset.

· Flexibility to support time-sensitive family needs when required.

Pay: $70,000.00-$100,000.00 per year

Application question(s):
Do you have a valid, unrestricted driver's license?

Work Location: Hybrid remote in Burlington, ON

📌 Executive And Personal Administrator Burlington
🏢 ARK Capital
📍 Burlington