First seen by our source: 1 hour ago
Executive Coordinator / Personal Assistant
@ TalentSphere Staffing Solutions
Toronto, Ontario
SIGNALS
Overview
TalentSphere Staffing Solutions is hiring an Executive Coordinator and Personal Assistant for a private family office. The role supports the Family Office Controller and family principals with property and asset management, art inventory, expense tracking and family logistics. The position is permanent part time at 25-30 hours per week, hybrid remote, paying $65,000-$80,000+ plus a comprehensive benefit package.
Responsibilities:
- Manage four residences with property managers
- Maintain art inventory portal and coordinate artwork movements
- Support Controller with expense tracking and payment processing
- Coordinate scheduling, meetings and family travel
- Manage renewal trackers for personal documents
Requirements summary:
- Post-secondary education required
- 3-5 years administrative experience in fast-paced setting
- Financial services or executive support experience an asset
- Proficient in Microsoft Office; Quicken an asset
- Valid driver's licence and vehicle an asset
Tools & skills
Source and dates
Source type not verified · apify-linkedin
- Employer posting date
- Not provided
- First seen by our source
- 2026-11-14
- Source record updated
- 2026-11-14
These dates describe the source record, not a live verification that the employer is still hiring. Check the original posting.
Job details
| Seniority | Mid level |
| Department | Administrative |
| Experience | 3+ years |
| Hours per week | 27.5 |
| Schedule | day, evening |
| Travel | ground: minimal |
| Work setting | Home, Office, Client sites |
| Position | Mostly sitting |
| Physical demands | physical low · computer high |
| Languages | English |
| Driver’s licence | preferred |
| Education | College diploma (required) |
Summary and details written by AI from the posting; the employer’s posting is the authority.
TalentSphere Staffing Solutions
| Field | Value |
|---|---|
| Open jobs on Jobsy | 4 |
Job description
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:
TSSHP
Job ID: # 16818073
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
- 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
TSSHP
Job ID: # 16818073
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