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

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.

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.

• 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.

• 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.

• 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 sponsor ships, 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.

• 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…