On behalf of our client, we are seeking a highly organized, reliable, flexible and proactive Executive / Personal Assistant (EA/PA) to support and contribute to the success of an accomplished entrepreneur and business owner.
The successful individual brings excellent communication skills, a high degree of discretion, and the ability to multitask effectively. This role requires flexibility, a positive attitude, and a strong sense of responsibility in managing both professional and personal tasks. The incumbent must be able to work both at the personal property of the Owner as well as remotely in a suitable home office.
This position is based in Victoria, BC.
Responsibilities
Scheduling and Calendar Management
- Manages and coordinates calendars to ensure the efficient and effective use of time, aligning with preferences, appointments, events, priorities, and business strategies.
- Maintains and manages contact lists and key contact information, ensuring easy access and efficient communication.
Document Creation and Organization
- Develops spreadsheets, drafts memo’s, letters and reports to support a variety of personal and business matters.
- Maintains organized filing systems and ensure timely delivery of important documentation to stakeholders.
Meeting and Event Coordination
- Consolidates schedules and ensure meetings and events are organized with proper agendas, locations, and attendee preparedness.
- Coordinates and arranges meetings, conference calls, and ensures all technology needs (e.g., video conferencing, scanning/printing) are met before scheduled sessions.
Travel Management
- Supports domestic and international travel planning, including the creation of in-flight briefing materials and coordination with the corporate flight operations team.
Vendor and Service Coordination
- Coordinates and oversee contracted personal vendor services including housekeepers/cleaners, cooks, trades workers/contractors, as well as banking/accounting/legal professionals, etc.
- Ensures health, wellness and safety standards are met, including monitoring the use of organic and natural products, as well as proper use of all household products.
- Special Projects and Event Planning.
- Helps organize and execute special events in coordination with other staff/stakeholders, ensuring successful planning and execution.
Wardrobe Management
- Oversees personal wardrobe requirements, ensuring it is well-maintained, organized, and aligned with seasonal needs or upcoming events.
- Coordinates cleaning, tailoring, and wardrobe updates, including packing for travel and special occasions.
Pet Care Management
- Manages care schedules for household pets, including feeding, grooming, exercise, and medical appointments.
- Coordinates with pet sitters, trainers, or veterinary professionals as needed.
- Supports any activities related to dog shows, including registration(s), managing logistics and accompanying the owner.
Technology and IT Support
- Collaborates with IT support to ensure all technology requirements are met and proactively resolve any technical challenges.
- Manages access to online accounts, ensuring passwords and security are handled efficiently.
Financial and Personal Support
- Assists with personal budgeting and expense management.
- Runs personal errands and/or manage personal tasks as needed.
- Assists with meal planning, cooking, preparation (e.g. table setting), serving and clean-up.
Relationship Management
- Serves as a liaison to facilitate communication and relationship building.
- Observes current practices, recommending improvements to processes, communications, and management systems to increase operational efficiency.
Additional Services
- Supports any additional business or personal related items, as required.
Qualifications
- A minimum of five (5) years of experience in an Executive Assistant, Personal Assistant, Administrative Assistant, Hospitality Management role, or other related roles with transferable skills is preferred.
- Post-secondary education in administration, hospitality or a related field is an asset.
- A valid class 5 driver’s license, clean drivers abstract, and operational vehicle are required.
- A valid Canadian passport with the ability to travel both domestically and internationally, on an as required basis.
- Ability to maintain privacy and confidentiality at all times, exercise diplomacy, discretion and respect boundaries.
- Ability to work independently and autonomously in a remote work environment.
- Highly competent in software applications, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook and Apple products.
- Knowledge of video conferencing tools (including Zoom, MS Teams).
- Highly organized with excellent time management skills with the ability to set, commit to and meet deadlines.
- Service-oriented, proactive, self-starter with excellent attention to detail.
- Excellent communication (both written and verbal) and solid interpersonal skills that allow one to work effectively in a diverse working environment.
- Ability to liaise and communicate effectively with all levels of executive, staff and external stakeholders.
- Ability to work under pressure and adapt to changing personal and business needs.
- Flexibility required with schedule availability for evenings, weekends, holidays, and additional hours on an as requested basis.
Pay: $80,000.00-$90,000.00 per year
Work Location: In person
