Executive Coordinator / Personal Assistant

Position: Executive Coordinator /Personal Assistant
Industry Sector: Private Family Office / Asset Management
Compensation: $65,000-$80,000+ plus comprehensive benefit package
Location: Hybrid Remote, in-office and some local travel

Hours: Permanent part time (25-30hrs/wk)

Client overview:

Our client is a Private Family Office with multiple assets.

Role Overview:
You will work with the Family Office Controller and Family Principals to provide high-quality support and execute a variety of responsibilities with duties including but not limited to:

• Property & Asset Management including management of four residences, working closely with property managers to ensure residences are well-maintained and managed
• Manage and update the art inventory portal, ensuring accurate and timely documentation of assets and coordinating artwork movements with external partners
• Support vehicle maintenance and related administrative needs for the family
• Assist the Controller with expense tracking and provide back-up support for payment processing (credit cards, invoices, bills, etc.) and other administrative tasks
• Maintain an organized system for digital document storage, ensuring invoices, contracts and other materials are accurately archived and easily accessible
• Work closely with one of the senior family Principals to manage and coordinate scheduling and meeting logistics, coordinate travel logistics for family members
• Oversee purchases, gifting, product returns, reservations and bookings
• Manage renewal trackers for key personal items (passports, Nexus, driver’s licenses, health cards, etc.)
• Provide administrative support for the family’s philanthropic initiatives as required
• Assist with special projects, manage ad hoc errands and other duties as assigned

Qualifications:

• Post-secondary education required.
• Minimum 3-5 years of administrative experience in a professional, fast-paced environment (experience within the financial services industry or supporting senior business executives is an asset)
• Highly detail-oriented and organized with excellent time management and prioritization skills
• Exceptional verbal, written and listening communication skills
• Tech-savvy and comfortable navigating digital tools, apps and platforms
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with Quicken is an asset
• Reliable and responsive, with the ability to manage occasional after-hours requests when required
• Valid driver’s license and access to a vehicle are assets

LI-TS1
TSSHP

Job ID: # 16818073