Personal Assistant / Executive Assistant

Job Description

We have an exciting opportunity for an experienced Personal Assistant/Executive Assistant to support a high-profile executive within a private family office. Reporting to the Director, this role will be responsible for managing the day-to-day activities of the executive, providing both personal and professional support in a dynamic and fast-paced environment.

The ideal candidate is proactive, highly organized, and able to anticipate needs while maintaining discretion and confidentiality at all times. This is a great opportunity for someone who thrives in a high-responsibility role and enjoys balancing diverse tasks across business and personal domains.

Responsibilities:

• Personal Assistant Duties:

  • Coordinate and manage both personal and professional activities for a senior executive, ensuring timely communication with all relevant parties.

  • Oversee complex calendar management, personal and professional appointment scheduling, and contact updates.

  • Book and coordinate all travel arrangements, including flights, accommodations, transportation, and required international documentation.

  • Plan and manage personal and corporate events throughout the year.

  • Arrange for entertainment and hospitality, including ticket purchasing and reservations.

  • Handle the procurement of personal and household items as needed.

  • Organize meetings, including agenda preparation, room bookings, catering, and technical setup.

  • Maintain accurate records and filing systems for all personal documentation.

  Executive Assistant Duties:

  • Provide high-level administrative support to the Director and other leadership team members as required.

  • Assist with the preparation of board materials, presentations, reports, and confidential correspondence.

  • Draft letters, memos, and other professional communications.

  • Support the management and upload of board materials to digital communication platforms.

  • Handle secure documentation processes, including scanning, printing, filing, and record retention.

  • Conduct research and compile information as needed for special projects.

  • Manage incoming and outgoing mail, couriers, and general office logistics.

  • Coordinate with IT and other departments to resolve administrative or technical issues.

  Capital Assets & Property Coordination:

  • Coordinate private aircraft scheduling in collaboration with aviation and administrative teams.

  • Liaise with property managers to oversee multiple residences (domestic and international), ensuring readiness for arrivals and departures.

  • Assist in managing vendors, service providers, and trades for property-related projects, adhering to budget and timelines.

  • Work with IT and support staff to meet the technological needs of each property.

  • Maintain up-to-date property action reports and oversee vehicle maintenance logistics in coordination with property managers.

Requirements

• Minimum 5 years of experience as a Personal Assistant, supporting a senior executive or high-net-worth individual

• Previous experience as an Executive Assistant is an asset

• Proven expertise in complex travel planning and coordination, both domestic and international

• Skilled in event coordination and project management

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

• Strong written and verbal communication skills with excellent interpersonal abilities

• Highly organized with exceptional time management and multitasking capabilities

• Adaptable, flexible, and able to pivot in a fast-paced, dynamic environment

• Resourceful and solutions-oriented with strong critical thinking and problem-solving skills

• Professional, positive, and team-oriented demeanor with a high level of integrity

• Able to remain calm under pressure and exercise sound judgment when handling sensitive or confidential information

• Self-starter with a strong attention to detail and ability to work independently with minimal supervision

• Maintains discretion, professionalism, and confidentiality in all interactions

• Valid driver’s license required to support occasional personal errands or concierge tasks

• Post-secondary education in Office Administration or a related field is considered an asset

Please submit all resumes to Caldwell@catchrecruitment.com

---