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 setting (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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📌 Executive Coordinator / Personal Assistant (Ontario)
🏢 Talentsphere Staffing Solutions
📍 Ontario