Seeking an experienced and savvy  Personal Assistant with house management duties to work for a dynamic and highly-accomplished Principal. The position is Toronto-based, however, will require occasional travel. This is a full-time, live-out, and permanent position.

 

The ideal candidate has strong administrative skills, is anticipatory, and has an ability to work with other staff to achieve the optimal operation of multiple properties. Accommodation is provided while travelling to other residences.

 

The candidate is a professional who takes pride in what they do and always strives towards learning more and improving performance. They are solution minded. The candidate is a good communicator with an ability to work collaboratively with other parties including household staff and vendors. They are able to ask questions, conduct research, and find answers. Experience with UHNW families is important.

 

PLEASE NOTE: This position is only open to individuals who hold status to legally work in Canada.

 

RESPONSIBILITIES:

 

Personal Assistant

  • Provide personal assistant support to the Principal

  • Book travel arrangements in a 360˚ manner — from door to door

  • Anticipate travel needs

  • Create comprehensive and accurate itineraries

  • Make sure there are no scheduling conflicts. Make Principal aware if there are.

  • Keep a calendar of key events (birthdays, anniversaries, etc.)

  • Opening mail as instructed including organizing bills for payment

  • Confirming that invoices are for work as quoted and completed satisfactorily

  • Learn Principal’s organizational systems and follow them (both digital and hard copy)

  • Liaise with key individuals in Principal’s circle

  • Conduct errands as required from time to time

  • There is a Family Office to which administrative / secretarial tasks can be outsourced

 

Household Management

  • Liaise and collaboratively work with property managers

  • Relay information as needed to the Principal

  • Much work can be conducted remotely while based in Toronto

  • Occasional travel between properties

  • Ensuring that monthly, quarterly, semi-annual, and annual maintenance of the properties’ indoor and outdoor elements are created and followed

  • Coordinating the opening and closing of properties

  • Working with property managers to identify mechanical and structural deficiencies

  • Vetting of vendors

  • Procuring and negotiating project estimates and presenting them to the designated authority, which may or may not include recommendations

  • Management of capital projects and progress reports to the designated authority

  • Liaising with vendors either in person or remotely

  • Managing budgets and maintaining financial records

  • Vehicle management and maintaining records

  • Understanding security protocols and systems and making sure that the elements are functioning properly and are regularly tested

  • This is a job description that is dynamic and will change from time to time

 

SKILLS & APTITUDES:

  • Experience as an executive or personal assistant

  • Capable of assuming household management responsibilities

  • Be both organized and an organizer

  • A proactive mindset with a keen eye for detail and deficiencies

  • Innate curiosity with a desire to build on a current knowledge base

  • Confidence to ask intelligent and succinct questions when unsure

  • Planning ability and a forward-thinking mindset

  • An ability to identify problems before they become emergencies

  • An effective communicator (written and oral)

  • Ability to work in a self-directed manner

  • Ability to juggle multiple tasks efficiently

  • Ability to work collaboratively with others

  • Experience with Microsoft Office Suite including Teams, Word, PowerPoint and Excel

  • Must hold a valid driver’s license and a clean driver’s abstract

  • Must have a valid passport with no travel restrictions

  • Positive, accommodating, and happy personality that respects professional boundaries

  • Must be willing to sign a confidentiality agreement

  • Must hold current status to legally work in Canada. Sponsorship is not being considered.

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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