Job Summary

We are seeking a highly organized and proactive Personal Executive Assistant to support our Managing Director on a full time basis, with an immediate start. This dynamic role requires a motivated individual who excels in managing administrative tasks, coordinating schedules, and providing exceptional customer service. The ideal candidate will thrive in a fast-paced setting, demonstrating excellent communication skills, attention to detail, and the ability to handle multiple priorities with confidence.

Join us and be an integral part of a team dedicated to operational excellence and professional growth!

Roles and Responsibilities of the Executive Assistant:

- Provide comprehensive executive and administrative support to the President, including managing a highly active calendar, scheduling and confirming appointments, preparing expense reports, drafting correspondence, compiling meeting materials, and arranging complex travel, itineraries and agendas.
- Plan, coordinate and protect the President’s schedule, serving as a trusted gatekeeper while ensuring priorities, commitments, and deadlines are appropriately managed.
- Manage recurring weekly and monthly administrative responsibilities, proactively follow up on outstanding items, and ensure ongoing commitments, payments, services, appointments, and deadlines are not missed.
- Maintain organized records and trackers for recurring business, personal, office, and property-related items, including key dates, service schedules, renewals, outstanding items, and required follow-ups.
- Communicate directly, and on behalf of the President, with internal and external stakeholders regarding organizational initiatives, appointments, commitments, and follow-up items.
- Research, prioritize, and follow up on incoming issues and requests addressed to the President, including matters that are sensitive, confidential, or time-critical.
- Maintain clear communication between the President’s office, internal departments, and external stakeholders, building credibility, trust, and effective working relationships.




- Keep the President well informed of upcoming commitments and responsibilities, proactively identifying required actions and following up to ensure items are completed.
- Coordinate business and personal appointments and related logistics, including appointments associated with residences and properties.
- Coordinate with external vendors, contractors, and service providers for seasonal and ongoing property maintenance, repairs, inspections, deliveries, and other property-related needs, ensuring work is scheduled, communicated, monitored, and followed through to completion.
- Consistently maintain, organize, and update organizational documentation, including internal procedures, templates, vendor correspondence, contact lists, and electronic and physical filing systems.
- Oversee general office administrative needs, including maintaining office supplies, coordinating service providers, supporting office organization, and addressing day-to-day operational requirements as needed.
- Manage a variety of special projects for the President, including projects that may have organizational, operational, personal, or property-related impact.
- Complete critical deliverables with a hands-on approach, including drafting business and personal correspondence, coordinating documentation, and completing other tasks that enable the President to effectively lead the organization and manage ongoing commitments.
- Prioritize conflicting needs, handle matters expeditiously and proactively, and follow projects and tasks through to successful completion, often under deadline pressure.
- Participate as a member of the team, including coordinating meetings, attending meetings as required, documenting action items, and following up on assigned responsibilities.




- Maintain full communication and transparency with the President regarding priorities, progress, challenges, and matters requiring attention or decision.
- Promptly raise conflicts, disputes, concerns, or other issues requiring the President’s awareness or direction to support timely resolution.
- Perform other executive, administrative, personal, office, and property-related duties as required to support the President and the organization

Required Qualifications:

- Proven experience as an executive assistant, office manager, personal assistant, property administrator, or in a similar senior administrative role.
- Advanced proficiency in Microsoft Office Suite, particularly SharePoint, Excel, PowerPoint, Outlook, and Word.
- Critical thinking and an ability to comprehend, interpret and analyze information, and make decisions and produce appropriate responses.
- Ability to prioritize tasks and manage time effectively in a deadline-driven environment.
- Ability to demonstrate tact, diplomacy, and professionalism, and exercise discretion in dealing with confidential information.
- Robust work ethic, flexible and able to work collaboratively with other team members.
- High attention to detail with strong communication skills, both verbal and written.
- Ability to work independently and take initiative to problem solve and move items forward.
- Ability to work under pressure with tight deadlines during critical times.
- Comfortable and confident working in a fast-paced office environment.
- Solid interpersonal skills and the ability to build positive relationships at differing levels within the organization and a necessity in helping to resolve conflicts and issues.
- Comfortable supporting a blended role that includes executive, business, personal, office, and property-related responsibilities.
- Experience coordinating vendors, contractors, property services, office operations, or personal administrative matters is considered an asset.

Pay: $50,800.00-$63,800.00 per year

Work Location: In person

📌 Start Immediately Personal Executive Assistant to Managing Director - Full-time (North York)
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