Prominent family is seeking an experienced and savvy Household  Manager / Personal Assistant 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 and an ability to oversee and ensure the optimal operation and maintenance of multiple properties. Some residences will require more attention than others. 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 by calling the appropriate person at the appropriate time. Experience with UHNW families is important as is experience with luxury residences.

 

The position offers an excellent salary and a benefits package.

 

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

 

RESPONSIBILITIES:

 

Household Management

  • This is a hybrid role that merges household management and personal assistant support to the Principal

  • Properties are managed both remotely as well as onsite as needed

  • Each property has dedicated housekeeping staff

  • Travel between properties

  • Coordinating monthly, quarterly, semi-annual and annual maintenance of the properties’ indoor and outdoor elements

  • Scheduling preventive maintenance projects

  • Coordinating the opening and closing of properties

  • Identifying mechanical and structural deficiencies and proposing resolutions that will involve small and large capital projects

  • Thorough 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

  • Regular liaising with vendors either in person or remotely

  • While there is no direct management of household staff, the Household Manager will oversee the performance levels of household staff. The role is to be observant, but not commanding.

  • Managing budgets and maintaining financial records

  • Record keeping of interactions with vendors and stakeholders

  • Vehicle management and maintaining records

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

  • Conduct errands as required from time to time

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

 

Personal Assistant

  • The Household Manager will provide personal assistant support to the Principal as needed

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

  • 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

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

  • Liaise with key individuals in Principal’s circle

 

SKILLS & APTITUDES:

  • Experience in household management with personal assistant responsibilities for an ultra-high-net-worth family or single Principal

  • Demonstrate passion, pride and professionalism in both work and Principal’s projects

  • 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 projects efficiently

  • 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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