Job #100 Personal Assistant - Household Manager for Toronto Family

Personal Assistant - Household Manager for Family • Rosedale area of Toronto • Live-out, Full-time

 

We are seeking an experienced Personal Assistant - Household Manager to work in a Rosedale residence  in Toronto. This person will work closely with the Principal and housekeeping staff. The position suits an individual who brings unflappable maturity to their roles and enjoy working in collaborative environments. The person must be highly organized and adaptable.

This is a full-time and live-out position. The schedule is Monday to Friday, although a degree of flexibility is required. Occasional travel will be required. Applicants must hold a G-Level Driver's License and own a vehicle.

PLEASE NOTE: The position is only open to individuals who hold current status to legally work in Canada. Sponsorship will not be considered. 

RESPONSIBILITIES FOR PERSONAL ASSISTANT / HOUSEHOLD MANAGER:

 

Personal Assistant

  • Provide Personal Assistant support to the Principal 

  • Manage staff schedules and enter into Agenda

  • Work with Principal to learn preferred organizational systems

  • File organization both computer and hard copy

  • Liaise with key individuals who are office-based regarding Agenda Alignment, travel, payments, etc.

  • Develop and maintain with Principal packing checklists for various travel locations

  • Meet with Principal to determine daily and weekly priorities

  • Participate in quarterly staff reviews

  • Work collaboratively in a home office environment

  • Provide daily activity reports to Principal

 

Household Management

  • Daily walkthrough of home to make sure systems are functioning properly

  • Manage Vendors -- indoor and outdoor

  • Work with Principal to establish standards and protocols for optimal operation of the household

  • Create daily and weekly project checklists for housekeeping staff 

  • Assign projects to designated individuals. Provide direction as needed. Explain expectations and follow up at day’s end to confirm progress. Report back to Principal.

  • Detail home to ensure housekeepers are performing in accordance with expectations

  • Photograph how drawers, cupboards, closets should be organized. Identify locations, items, etc. and create a photo binder that is accessible to housekeeping staff for easy reference. Update photo binder as needed.

  • Create Troubleshooting and User-Guide Checklists in plain language for all electronic household systems and equipment

  • Wardrobe management including seasonal rotation in accordance with the Principals’ preferences

  • Develop a par stock system for household-related items like cleaning products, lightbulbs, stationary, etc. so that items are not being over or under-ordered. Check inventories on a weekly basis and order accordingly.

  • Develop a par stock system for personal items like toiletries

  • Procure project and repair estimates as needed and present for approval. Document and date.

  • Errands for various items

  • Work with designated individuals to ensure ongoing security of the residence

  • Assist in the planning and execution of events on an as-needed basis

  • Travel to prepare residences for Principals’ arrival

  • Manage in and out system for dry-cleaning 

 

Financial

  • Petty cash management. Forward planning is essential.

  • Credit card reconciliation on monthly basis with receipts

  • Review invoices, etc. for payment, which includes Document Dating in plain language

  • Anything else that might be required on a daily basis

SKILLS & APTITUDES:

  • Roll up sleeves work discipline

  • Willing to assist others as needed

  • Willing to work in a collaborative environment

  • Superior communication skills — written and verbal. Summative in plain language.

  • Able to condense information into easy to read and understand hard copy check lists

  • Must be willing to sign NDA and Code of Conduct agreements

  • Experience working in and managing fine homes

  • Must be highly organized and willing to work with the Principal and understand their preferred organizational systems

  • Must be computer proficient using a Windows operating system

  • Experience with smart home technology is required

  • An ability to manage, coach and motivate housekeeping staff

  • An ability to explain process and goals to housekeeping staff

  • An ability to breakdown large projects into step-by-step processes

  • A willingness to ask intelligent questions as required

  • Active listening skills

  • Should be gracious, caring and kind

  • Must have a G-Level Driver’s License

  • Must hold a valid Canadian Passport with no travel restrictions

  • Must hold current status to legally work in Canada

 

NOTE: This profile is dynamic and subject to change as changes in circumstances occur.

Apply with resumé

© Portico Inc, 2020

Positions We Place
  • Housekeepers

  • Cook/Housekeepers

  • Executive Housekeepers

  • Nannies

  • Laundresses

  • Elder Caregivers

  • Personal Assistants

  • Office Butlers

  • House Managers

  • Private Chefs

  • Butlers (Household & Corporate)

  • Domestic Couples

  • Estate Couples

  • Chauffeurs

  • Companions

  • Corporate Flight Attendants

Note

© PORTICO INC., 2018

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