Private PA | London and Toronto, Canada

Personal Assistant

Location:  Toronto, Canada

Salary:       Dependant on experience

Hours:       40 hours/week, some evenings, weekend and holidays

Fantastic opportunity to work as a PA for a high-profile individual in their Private Office primarily in Toronto, but, also London and Florida.  You will be responsible for a wide variety of assignments and confidential tasks on behalf of the Private Office providing support to the Chief of Staff, Global Property Director and Private Secretary, to enable them to focus on their core activities. Primarily based in the Toronto office you will undertake the following tasks using exceptional verbal and written skills. 

Scheduling & Communication

• Liaising directly with the Principals including one to one meetings
• Book meetings – business, charitable, personal
• Book personal appointments – hair, makeup, spa, medical (attend if required)
• Book meals – business, personal, celebrations
• Book activities – Polo, Museums, Art Galleries, Exhibitions, Cinemas, Theatre (greeting / escorting Principals, family / friends on location when required)
• Organize Christmas activities and Gifts 
• Populate Outlook and produce daily schedules and monthly calendars. Issue once proofread by the PrivateSecretary
• Research and coordinate travel as directed by the Principals and the Private Secretary. Produce detailed travel itineraries and book helicopters, cars andhotels
• Sort all relevant post and compose a daily Mail List
• Send and track letters, parcels and packages for thePrincipals 
• Source items for purchase as directed by the Principals – clothing / accessories, beauty products, books etc.
• Source and administer gifts and cards as directed by the Principals or PrivateSecretary
• Maintain Canada / US friends lists and Christmas Card lists and ensure CRM database is up todate
• Maintain accurate hard and soft copy files on behalf of the PrivateSecretary
• Daily printing of all reports and memos forPrincipals 
• Coordination of Events - Assist with planning and execution of specialevents, event booklet compilation, event stationery (calligraphy – placement cards, menus etc.), assistance with guest list management
• Some travel to worldwide residences to provide support / cover when required – the family have properties in Canada, Florida and the UK

Administration & Reporting

• Creation of cost authorization sheets – travel, purchases, charitable donations
• Research and creation of informative memos when required – products, locations, people, telephone messages, updates etc.
• Produce report summaries for the Today Document. Submit to Private Secretary or Operations Manager for proofreading. Print, bind,issue
• Collate photographic updates and produce booklets
• Book staff travelarrangements – flights, accommodation, transfers
• Run errands where required e.g. collect clothing purchases, books, magazines, delivery of personal correspondence,etc.
• Setup the residence in advance of the Principals’ arrival with paperwork, magazines, stationery, etc. and tidy the paperwork after the Principals’departure

Candidate Profile

Qualifications and Experience

• The ideal candidate will have experience in working for a high-profile individual and operate comfortably within such an environment
• Proven success in a high volume work and shifting priorityenvironment
• Advanced proficiency in MS Word, Excel, CRM, Adobe, Power Point, Outlook and the Internet.
• Prior experience in coordinating private jet travel, both domestic andinternational
• Previous experience of working in an environment where written and numerical reports are expected on a daily and weekly basis
• University degree is an asset but not required 

Personal Attributes

• Used to working in a high-pressured environment with ahigh level ofambiguity 
• Maintains confidentiality and uses utmost discretion with all matters
• Highly organized, focused and with outstanding attention to detail
• Remains open to others' ideas, and seeks to proactively build connections with internal and external partners andstakeholders
• Excellent time management; ability toestablish and maintain superior filing and tracking systems
• Strong communication skills, both verbal and written
• Strong writing and editing skills
• Analytical thinking and strong research skills 
• Well-presented and able to communicate with high net worth and high profile individuals as and when required 
• Flexibility with a strong workethic
• Exemplary attitude towards providing first-class customer service
• Exceptional ability to follow precise and detailed instructions

• Teamplayer