Executive Personal Assistant

  • Reference: #C1413
  • Toronto, ON M5H, Canada
  • Posted 3 months ago
  • Full Time

Executive Personal Assistant

Reference #C1413

Job Location

Toronto, Ontario, Canada

Job Responsibilities of the Executive Personal Assistant

  • Manage the owner’s schedules.
  • Arrange travel independently and with travel agents.
  • Manage car/air/hotel services and all travel logistics when owners are travelling.
  • Set up meeting rooms and organize materials.
  • General administrative support (checking voicemail, ordering supplies, shipping items).
  • Project a professional and supportive image to all clients.
  • Following up with clients and contacts by telephone and email.
  • Being the liaison between owners and clients (set up and confirm appointments, review meeting notes, contract follow-up, etc.).
  • Responding to correspondence for owners.
  • Priotize people and situations in need of attention.
  • Understand key functions and projects.
  • Work with discretion and tact when exposed to confidential information.
  • Organization of private, social and corporate events including table service when necessary.
  • Management of décor and floral arrangements.
  • Provide high quality services in a professional, courteous and accommodating manner to the principal, guests, staff and outside service providers.
  • Maintain efficient operation of the employer’s office.
  • Manage inventory of office supplies and ensure office equipment is maintained and functioning.
  • Establish and maintain address books and contact information, accurately and consistently.
  • Assess technological needs to optimize the office operation, must be well versed in Apple products.

Job Requirements

  • Minimum of five (5) years similar work experience.
  • Previous event planning experience preferred.
  • Must be internet savvy and be proficient in use of new technology (e.g. smartphones, tablets, etc.).
  • Must be able to balance being a good communicator with being discreet.
  • The ideal candidate is unflappable, calm and quietly competent with a positive energy.
  • Must be logical and able to exercise good judgment when making decisions, knowing when to take initiative and when to ask for guidance.
  • Must have proven organizational ability and be able to create and maintain organizational systems.
  • Must be trustworthy and be able to handle confidential and sensitive material in an appropriate manner.
  • Must have proven ability to control, plan and follow-up on projects ensuring that all projects are completed in a timely manner, while being professional and respectful of all parties involved.
  • Confident, intelligent, and dedicated individual who is focused on making improvements and finding new solutions.
  • Alert, curious, responsive and resourceful.
  • Personable, energetic, and fun to work with.
  • Ability to handle multiple requests, prioritize, and respond quickly and efficiently.
  • Constant communication with the owner, team and team leader.
  • Must have a current legal working status in Canada.

Job Salary

Based on experience.

Job Additional Information

  • 2 weeks paid vacation.
  • Work days: Monday to Friday (Flexibility required).
  • Work hours: 9:00 am to 5:00 pm (Flexibility required).
  • Accessible by public transportation.

Job Starting Date

As soon as possible.

Job Contact Information

Charles Berry, Branch Manager
Phone: 416.907.9618 ext. 224 | Toll-free: 1.866.201.8336
Fax: 647.484.0214
Email: charles@elitedomo.com

* The pin shown on the map represent an approximate location.