Job Title
Executive Operations & Personal Affairs Manager
Schedule: Monday to Friday, may include occasional early mornings, late evenings, weekends or public holidays.
JOB OVERVIEW
The Executive Operations & Personal Affairs Manager is responsible for leading and supporting a wide range of projects and operational initiatives assigned by the ownership. This role requires the ability to manage diverse responsibilities, oversee complex projects from concept to implementation, and provide seamless support across both executive and personal affairs.
The ideal candidate is highly organized, resourceful, discreet, and capable of managing multiple priorities in a fast-paced environment while maintaining the highest level of professionalism and confidentiality.
DUTIES AND RESPONSIBILITIES
- Performing personal errands as directed.
- Coordinating personal and professional life administration and maintenance tasks.
- Assisting with scheduling and calendar coordination, including providing coverage for executive support functions when required.
- Managing and coordinating day-to-day operations, maintenance, service providers, and special projects related to residences and residential properties.
- Managing information flow in a timely and accurate manner.
- Making travel arrangements and accommodation requests.
- Assisting with the planning and execution of events.
- Producing reports, presentations, briefs, correspondence, and other business documentation as requested.
- Formatting information for internal and external communication, including memos, emails, reports, and presentations.
- Negotiating with vendors and service providers on behalf of the organization as required.
- Coordinating and engaging with architects, engineers, surveyors, marketing professionals, sales teams, and internal corporate departments.
- Investigating inefficiencies and providing resolution options to stakeholders.
- Providing flexible, ad hoc support to ensure daily operations run smoothly.
- Monitoring deadlines and initiating preliminary work on ongoing projects.
- Assisting with the coordination and management of philanthropic initiatives and community engagement activities.
- Liaising with non-profit organizations, donors, and external stakeholders.
- Managing household staff and vendors.
- Overseeing calendars, travel itineraries, and special projects.
- Performing additional duties and personal errands as assigned.
Education:
College/University degree/Diploma.
Experience:
Minimum 5 years’ proven work experience as a Personal/Executive Assistant or similar role.
Skills:
· Discretion and trustworthiness: you will often be party to confidential information
· Excellent verbal and written communications skills
· Time management skills
· Flexibility and adaptability
· Ability to be proactive; take initiative
· Tact, diplomacy, and confidentiality
· Organizational skills and the ability to multitask
· Prioritize daily workload
· Effective communication skills and English proficiency
· Strong familiarity with office equipment
· Excellent knowledge of MS Office as well as up to-date with the latest office systems and applications (Outlook, virtual meeting platforms, email platforms, SharePoint, Canva, Mailchimp, Webflow)
· Strong familiarity with a variety of devices and platforms and able to provide Tier 1 level IT support.
Personal Characteristics:
· Detail-oriented
· Resourceful
· Preparedness
· Team-oriented
· Strong inter-personal skills
Physical Abilities:
· Ability to sit for extended periods of time.
· Ability to lift heavy objects from time to time (i.e., storage boxes, printer paper boxes)
Other Qualifications
· A valid Ontario driver’s license is always required as well as access to a vehicle/car.
