PRIVATE FAMILY OPPORTUNITY
Personal Assistant & Family Operations Coordinator
York Region, Ontario | Full-Time, Permanent
ROLE FOCUS Personal, family, household, property, travel, scheduling, driving, and administrative support for a private family. This role combines the responsibilities of a Personal Assistant, Family Assistant, Household Coordinator, Driver, and Property Operations Coordinator.
About the Role
A private family in York Region is seeking a highly organized, proactive, and service-oriented Personal Assistant & Family Operations Coordinator to support the day-to-day personal, family, household, and property needs of a busy executive household.
This is a hands-on role requiring a trusted individual who can manage scheduling, family logistics, travel coordination, errands, regular driving responsibilities, household administration, vendor oversight, and property-related matters. The successful candidate will coordinate household operations, property maintenance activities, vendor relationships, and service providers to ensure residences remain well maintained and operate efficiently.
The ideal candidate is resourceful, discreet, highly organized, and comfortable balancing administrative responsibilities with practical household and property coordination.
Key ResponsibilitiesExecutive & Personal Assistant Support
· Manage personal and family calendars, appointments, and scheduling.
· Coordinate medical appointments, children’s activities, personal commitments, and household schedules.
· Assist with reminders, follow-ups, correspondence, document organization, scheduling support, and other personal administrative tasks.
· Coordinate gifts, personal purchases, reservations, and special requests.
· Maintain confidentiality regarding personal and family matters.
· Liaise with service providers, vendors, schools, healthcare professionals, and external contacts as required.
· Organize and maintain digital and physical records related to family matters.
· Track memberships, subscriptions, renewals, important dates, registrations, and recurring obligations.
· Conduct research and gather information to support family decisions and projects.
Travel Coordination
· Arrange personal and family travel, including flights, hotels, transportation, dining reservations, and detailed itineraries.
· Coordinate travel documentation and help ensure travel plans run smoothly.
· Monitor travel logistics and proactively address changes or disruptions.
· Assist with travel preparation, packing lists, reservations, and trip planning.
· Accompany the family on occasional trips if required, including travel to the United States.
· Maintain a valid passport and eligibility to travel internationally.
Family & Household Support
· Assist with day-to-day family logistics and scheduling.
· Coordinate childcare-related logistics and activities.
· Track important family dates, events, and commitments.
· Support the organization and improvement of household systems and processes.
· Handle errands and miscellaneous personal requests.
· Coordinate deliveries, service appointments, and household requirements.
· Assist with seasonal household needs and family projects.
· Ensure family priorities are communicated effectively among household vendors and service providers.
Property Maintenance & Household Operations
· Coordinate and oversee routine property maintenance, preventative maintenance schedules, and service requirements.
· Identify property or maintenance issues and help coordinate appropriate solutions.
· Source, obtain quotes from, schedule, and manage vendors, contractors, and service providers as required.
· Coordinate vendor access and monitor the quality and completion of work.
· Track service appointments, maintenance schedules, warranties, household systems, and repair histories.
· Work closely with internal repair and maintenance resources, as well as external contractors, to ensure properties remain safe, functional, and well maintained.
· Complete basic household maintenance items where appropriate, including filter replacements, light bulb changes, seasonal preparations, and other minor upkeep tasks.
· Support small household improvement projects, repairs, and property-related administration.
· Maintain records related to household equipment, maintenance activities, and vendor services.
· Monitor household supplies and coordinate replenishment as required.
Event & Lifestyle Coordination (Considered an Asset)
· Assist in planning family celebrations, gatherings, and special occasions.
· Coordinate vendors, venues, invitations, catering, and event logistics.
· Support event setup, execution, and post-event follow-up activities.
Driving & Transportation Support
· Provide regular driving support throughout the Greater Toronto Area.
· Transport family members, children, guests, and visitors safely and professionally.
· Drive children to and from school, appointments, extracurricular activities, and events as required.
· Pick up packages, supplies, groceries, prescriptions, and household necessities.
· Drive to seasonal properties when required.
· Coordinate vehicle servicing, maintenance appointments, registrations, fuel requirements, and seasonal preparations.
· Maintain a clean driving record and a professional, safety-focused demeanour at all times.
· Operate family vehicles responsibly while maintaining confidentiality and discretion.
Qualifications & ExperienceRequired
· 5 to 10 years of experience as a Personal Assistant, Executive Assistant, Family Assistant, Lifestyle Manager, Household Assistant, Property Coordinator, or in a comparable support role.
· Exceptional organizational and time-management skills.
· Experience managing complex personal and family calendars and schedules.
· Strong travel planning and coordination experience.
· Excellent communication and interpersonal skills.
· High degree of professionalism, discretion, and confidentiality.
· Experience coordinating vendors, contractors, household services, or residential property maintenance activities.
· Strong problem-solving skills and the ability to identify issues and coordinate practical solutions.
· Ability to work independently, take initiative, and anticipate needs.
· Valid Ontario driver’s licence with a clean driving abstract.
· Comfortable driving regularly throughout the Greater Toronto Area.
· Valid passport and eligibility to travel internationally, including to the United States.
Preferred
· Experience supporting a private family, entrepreneur, executive, or high-net-worth individual.
· Experience coordinating maintenance and repairs for private residences, cottages, or multi-property households.
· Event planning experience.
· Familiarity with residential property operations, household systems, preventative maintenance, and vendor management.
· Familiarity with York Region and the Greater Toronto Area.
· Comfort with Microsoft Office, digital scheduling tools, and AI-enabled productivity tools.
· Additional language skills are considered an asset.
Personal Attributes
· Calm, reliable, and highly organized.
· Warm, approachable, and professional.
· Solutions-oriented and resourceful.
· Comfortable managing multiple priorities simultaneously.
· Service-focused and proactive.
· Discreet and trustworthy.
· Able to build positive relationships with family members, guests, vendors, and service providers.
· Naturally anticipates needs before being asked.
· Adaptable and comfortable working in a dynamic environment where priorities may shift.
· Demonstrates a strong sense of ownership and accountability.
· Comfortable wearing multiple hats and balancing administrative, driving, household, and property responsibilities.
Schedule
· Primarily Monday to Friday during standard business hours.
· Flexibility for occasional evenings and weekends as required.
· Occasional travel may be required.
· This is not an on-call or 24/7 role.
Compensation
Target salary: $70,000 annually, commensurate with experience and qualifications.
Approved business-related expenses will be reimbursed.
Pay: From $70,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
- Vision care
Work Location: Hybrid remote in King City, ON
