Senior Executive Assistant

gious Family Office located in North York, ON. In this highly specialized business administration role, you will be the backbone of daily operations, providing comprehensive support that encompasses executive assistance, personal assistance, and office management for a small, dedicated team. This is an unparalleled opportunity to work in a relaxed, slower-paced environment while making a significant impact on the lives and businesses of the executives you support.

As an Executive Assistant, your role in business administration will require you to wear multiple hats seamlessly. You will act as the primary liaison between the executives and external stakeholders, meticulously manage complex schedules, and oversee both corporate and household accounts. The ideal candidate is someone who naturally takes initiative, builds robust internal systems and fail-safes, and ensures that no detail—no matter how small—slips through the cracks. Whether you are reconciling credit cards, arranging private aviation, organizing tax schedules, or ensuring the office is perfectly maintained, your expertise in business administration will be critical to the family's success. You will be trusted to implement better checklists, strategically review invoices, and eventually make high-level decisions to streamline operations.

While this role operates primarily in English to support the executives and coordinate with various property managers and service providers, we always recognize and value candidates with bilingual proficiencies. In the diverse field of business administration, having a command of both English and French is always considered a strong asset, even if it is not a strict daily requirement for this specific North York location.

Advantages
• Highly competitive base salary ranging from $125,000+
• Annual discretionary bonus of 10% of the base salary
• 3 weeks of standard vacation time,
• Additional paid time off during the winter school holiday break (mid-December to early January) that does not count against vacation time
• Comprehensive benefits package with a negotiable three-month probationary period
• A relaxed, slower-paced, and welcoming office environment in North York
• Occasional flexibility to work from home on summer Fridays when executives are away

Responsibilities
• Provide comprehensive business administration support to senior executives, preparing correspondence and managing confidential information
• Co-ordinate executives’ schedules, appointments, reservations, and complex travel arrangements including private aviation and ground transport
• Collect, track, assemble, and submit executives’ corporate expenses
• Manage new hires and coordinate onboarding information with HR
• Organize and multi-task various personal requests, managing personal travel and family affairs on behalf of the executives
• Manage and process personal invoices for multiple properties, including utilities, property taxes, maintenance, and repairs
• Reconcile credit card payments using accounting software and manage all banking, wire transfers, and international currencies
• Assist in the yearly collection of personal tax filing information, creating medical, vehicle, and donation schedules
• Oversee daily office upkeep, ensuring adequate office, kitchen, and bathroom supplies are stocked
• Manage maintenance contracts, coordinating with cleaners, security services, landscaping, and part-time staff

Qualifications
• Advanced proficiency in Microsoft Excel and accounting software such as Quickbooks or Quicken
• Exceptional organizational skills with the ability to create foolproof systems and internal checklists
• Strategic mindset with the initiative to question processes, review invoices critically, and suggest system improvements
• Strong basic accounting and bookkeeping capabilities
• Excellent interpersonal skills; sociable, conversational, and comfortable interacting with high-net-worth individuals and family members
• High-level multitasking abilities tailored for a multifaceted business administration environment
• A trustworthy and proactive nature, allowing executives to hand off tasks with complete peace of mind
• 7 to 10 years of proven experience as an Executive Assistant, Personal Assistant, or Office Manager
• Previous experience supporting High-Net-Worth (HNW) individuals or working within a Family Office is highly preferred
• Willingness and availability to be reached via phone, text, or email on weekends for urgent personal matters or travel emergencies
• In-office presence required 5 days a week in North York
• Successful completion of a criminal background check, credit check, and reference verification


Summary
If this opportunity doesn’t perfectly align with your goals, please reach out to our recruiters to explore other exciting roles in our network.

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