Executive Assistant
- Toronto, ON
- $60,000-70,000 per year
- Permanent
- Full-time
- Manage the principal’s calendar and adjust on a daily/hourly basis in collaboration with other senior staff. Prepare daily schedule briefings for the principal at the beginning and end of the day for the day ahead, the next day and the upcoming weeks. Send timely reminders for events and meetings.
- Manage a daily To-Do list for the principal with input from senior staff, prioritizing work and ensuring all necessary reference materials are accessible.
- Coordinate the principal’s travel schedule between multiple locations according to events, senior staff needs, project timelines, and personal obligations.
- Liaise between the principal and staff, keep everyone up to date on changes, and suggest adjustments to the team schedules as necessary.
- Book and confirm personal appointments (restaurant reservations, etc.).
- Review and maintain insurance policies for personal properties and contents, commercial liability, vehicle, fine art coverage, etc.
- Manage and update accounts and automated payments for utilities, taxes, subscriptions, etc.
- Manage all contractors and services (cleaners, landscapers, HVAC, etc.) for the Toronto and the New York residences, and coordinate with the Property Managers as needed. Ensure timely payment of invoices for all contractors.
- Coordinate shipment of personal items and furniture between multiple locations.
- Closely monitor the inbox, bring emails to the principal’s attention, and track necessary responses.
- Draft emails and respond to emails as needed.
- Initiate, draft, and prepare thank-you notes and gifts on behalf of the principal.
- RSVP to events on behalf of team members and communicate any dietary restrictions.
- Review materials for the principal’s meetings (such as boards and committees) and provide preliminary briefings well in advance.
- Open and review all mail weekly and distribute it to members of the team.
- Assist with preparing for public lectures and other appearances, including lecture notes, lecture slides, coordinating tech and A/V needs, etc.
- Research guest lists and create briefings with images in collaboration with senior staff.
- Initiate contact “downloads” after each event or trip and record details in the CRM, ensure follow-ups are sent as needed, and people are added to appropriate email and event invitation lists.
- Maintain client contact narratives in the CRM.
- Ensure the principal’s memberships and identification documents are up to date and maintained, and assist with renewal applications (e.g., memberships, passports, driver’s licenses).
- Assist with preparation for public lectures and other appearances, including organization of lecture notes, lecture slides, coordinating tech and A/V needs, etc.
- Provide frontline IT support to the principal for Mac OS computers, iPads, and iPhones, both in-person and remotely, coordinating with the IT Consultant for in-depth support.
- Assist with obtaining approval of documents and signatures as needed by staff.
- Arrange car servicing appointments, pickup and drop-off vehicle as needed.
- Make online and in-person purchases of personal items, and coordinate shipping as necessary.
- Run personal errands for the principal as needed.
- Receive cheques, prepare deposit slips, and maintain deposit records.
- Liaise with the accountant to investigate expenses and provide receipts as needed.
- Collect, track, and submit all tax slips to the accountant.
- Filing and submission of health insurance/benefits claims.
- Research and present transportation and accommodation options with support from the corporate travel agent, book travel.
- Create detailed door-to-door travel itineraries: transportation, meetings, key contacts and other logistics for all trips.
- Monday through Friday, 9 am-5:45 pm, and after hours on occasion.
- Working on location Monday through Thursday, working remotely on Fridays.
- Mac Laptop
- Cell Phone
- Ability to travel to the U.S. and internationally on occasion, as needed.
- G Driver’s license and experience driving large personal vehicles would be an asset.
Salary commensurate with experience ($60K-$70K per annum), including comprehensive health and dental benefits.Application ProcedureThe salary range represents the expected annual base salary for this role. Final offers will be determined based on each candidate’s qualifications, relevant experience, internal equity, and the needs of the role. We encourage all qualified candidates to apply.Qualified, interested candidates, please submit your cover letter and resume to . We are seeking to fill this position imminently and, as such, will be reviewing resumes and performing interviews on a rolling basis, so we encourage you to apply immediately. Please note your availability in your cover letter.This posting is for an active, current vacancy. We do not use AI‑based screening tools in our hiring process.We thank all applicants; however, only those being considered for an interview will be contacted. No phone calls, please.Our confidential client is committed to fostering a diverse work environment, one that is inclusive of different races, ethnic origin, citizenship, gender identity, gender expression, sexual orientation, ages, family status, disability status, and intersectional identities. We embrace unique perspectives and experiences within our team.Black, Indigenous persons, persons of colour, and LGBTQI2S+ candidates are encouraged to apply.All interested candidates are encouraged to apply and advise us of any accommodations or supports needed to ensure fair and equitable access throughout the recruitment and selection process. Information received relating to accommodation will be addressed confidentially.
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