Executive Assistant

Job Title: Executive Assistant

Duration: This is a full-time 16-month contract position covering a parental leave.

Location: North York, ON (Hybrid - 3 days/week in office, 2 days WFH)

Compensation: $70,000 - $85,000 base salary + benefits

About the Company

The Company is a privately held single family office based in Toronto, overseeing a diverse portfolio of operating businesses, investments, real estate holdings, and family interests. In addition to leading the family office, the CEO also serves as an Honorary Consul, creating a unique environment that combines business, community, diplomatic, and relationship-management responsibilities. Our office serves as a central point of coordination across our various entities, advisors, partners, and stakeholders — and we’re looking for someone who excels at creating order, managing priorities, and providing exceptional executive support.

About the Role

The Executive Assistant plays a central role in supporting the CEO while helping coordinate activities across the family office and its portfolio of businesses. This position works closely with the CEO, Family Members, Leadership Teams, Advisors, Service Providers, and External Partners to ensure priorities are managed effectively, communications are handled professionally, and important initiatives move forward smoothly. This role requires sound judgment, discretion, and a high level of attention to detail. It operates in a fast-paced environment with competing priorities, confidential information, and frequent interaction across a wide range of stakeholders. If you are someone who is highly organized, proactive, service-oriented, and able to anticipate needs while maintaining professionalism and confidentiality, you’ll fit right in. This is a full-time 16-month contract position covering a parental leave.

Responsibilities

Executive Support & Coordination

• Manage the CEO's calendar, ensuring priorities, meetings, and commitments are coordinated effectively.
• Coordinate internal and external meetings, including scheduling, agendas, meeting materials, logistics, and follow-up.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Prepare correspondence, presentations, reports, briefing materials, and other executive documentation.
• Monitor key action items and deadlines, ensuring timely follow-through.
• Manage incoming communications and help prioritize matters requiring executive attention.
• Serve as a professional point of contact on behalf of the CEO with internal and external stakeholders.
• Triage incoming calls and inquiries related to Honorary Consul matters and direct them to the appropriate High Commission in Ottawa when required.
• Exercise discretion and confidentiality when handling sensitive business and family matters.

Business & Portfolio Company Coordination

• Support communication and coordination across portfolio companies, advisors, and business partners.
• Coordinate meetings involving leadership teams, investors, legal counsel, accountants, consultants, and other stakeholders.
• Maintain organized records, files, and documentation relating to various business entities and investments.
• Support special projects, research assignments, and strategic initiatives as required.

Travel, Events & Relationship Management

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and meeting schedules.
• Organize executive meetings, client events, dinners, conferences, and networking opportunities.
• Support the planning and execution of sponsorships, corporate events, and business development activities.
• Maintain accurate contact information and relationship records for key stakeholders.
• Ensure visitors, guests, and business partners receive a professional and seamless experience.

Family Office Administration

• Assist with the coordination and administration of family office matters while maintaining strict confidentiality.
• Support documentation, renewals, and record management relating to family assets and holdings.
• Coordinate with external advisors, legal counsel, accountants, consultants, and service providers.
• Support administrative matters relating to family members, properties, and other assets as required.
• Maintain organized records and filing systems for family office activities.

Property & Asset Coordination

• Coordinate with tenants, property managers, contractors, and service providers regarding maintenance and operational matters locally and in Michigan.
• Track ongoing projects and ensure timely communication among stakeholders.
• Assist with vendor sourcing, service coordination, and contract administration.
• Maintain records relating to property operations, insurance, and service agreements.

Administration & Special Projects

• Prepare and process expense reports and reimbursement requests.
• Maintain accurate records, filing systems, and administrative procedures.
• Identify opportunities to improve administrative processes and efficiency.
• Lead or support special projects as assigned.
• Provide general administrative support to help ensure the effective operation of the family office.

Qualifications

Someone who:

• Is highly organized, with a strong commitment to accurate, consistent, and reliable execution.
• Demonstrates discretion, professionalism, and sound judgment when handling confidential matters.
• Communicates clearly, respectfully, and effectively with individuals at all levels.
• Able to manage multiple priorities in a structured, deadline-driven, fast-paced environment.
• Brings high energy and personal initiative, maintaining momentum across a wide range of responsibilities.
• Works independently, anticipates needs, and proactively resolves issues whenever possible.
• Service-oriented and collaborative, with the ability to build trust and maintain strong working relationships.
• Adaptable and resourceful, remaining effective as priorities evolve.
• Maintains a high level of accountability and follows through on commitments.
• Values contributing to a well-organized, professional, and high-performing environment.

Pay range and compensation package

Compensation: 70,000-85,000 annual base salary + benefits

Equal Opportunity Statement

We are committed to diversity and inclusivity.