The position involves aspects of being a Personal Assistant and participating in the day-to-day running of the primary household. The role suits someone who thinks logically, can problem solve, enjoys learning, is very organized, and can work successfully with third parties to ensure seasonal and project checklists are looked after. A significant focus is the coordination and management of the children and individuals in the home. The household has four full-time nannies, two of whom drive and one of whom is a very senior nanny. 

 

Must be legally eligible to work in Canada and be fully COVID-19 vaccinated.

 

Scheduling and Activity Management

  • Assisting in creating children’s schedule of activities for each term which includes: researching different programs, managing their availability, working with the couples’ executive assistant to register for the programs, and coordinating transportation for each kid to activities

  • Coordination and management of day-to-day aberrations to the schedule, such as doctor’s appointments, events, birthday parties, and illness. You will have to re-coordinate transportation, cancel and or confirm specialists, informing the relevant parties of any adjustments

  • Working in concert with the Executive Assistant to manage the household calendar, ordering items, and processing registrations and paperwork

 

Special Event Management & Travel

  • Planning birthday parties, special events and holiday dinners. This includes ordering cakes, and balloons, organizing a craft for the kids, confirming flower orders, and managing nannies are organizing the table

  • Helping to prepare holiday and birthday gifts and cards for members of the family and friends

  • Planning family travel activities, arranging meals, show bookings, and researching unique events that the family may want to attend

  • Keeping track and staying on to of upcoming events in the city, for instance, concerts, Broadway, ballet, exhibits, carnivals

 

General Household Administration

  • Managing home inventory with the nannies - supply cabinets, back stock, crafts, house supplies. Monitor household inventory and provide the Executive Assistant with the items to order 

  • Household has a property management service that keeps up to date with recurring needs; however, slight communication may be required for ad hoc issues

 

Document Management

  • Managing and categorizing task tracking list in terms of immediate, midterm and long term

  • The creation of checklist systems includes packing lists for cottage, travel, back to school, pre-stocking, and clothing

  • Ensuring checklist systems are being used throughout the household

 

Staff Management

  • Acting as the main point of contact for the household staff

  • Sourcing Adhoc staffing needs through our network for events

 

Special Projects

  • Sourcing products for Emily that she is having trouble finding

  • Helping to organize children’s memory books during the summer months

 

Other

  • Proofreading forms, emails and invoices

  • Scanning school and activity emails for updates that are relevant to the family calendar

 

Optional (if the Personal Assistant chooses to do so)

  • Travelling with the family

  • Assisting with child care – transportation, fun activities, crafts

  • Remote could be 3-4 half days per week

  • Preferred someone with a driving license and a car, but they can uber and use couriers if they don’t drive

 

Skills: 

  • Multi-tasking

  • Strong communication and organization skills

  • Being responsible, efficient and forward-thinking

  • Leadership skills

  • Pays close attention to detail

  • Willing to be hands-on when required

  • Understanding employer’s likes and dislikes

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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