Senior Executive Assistant

Are you an experienced professional in business administration looking for a unique and highly rewarding role? As a global leader in talent solutions, Randstad connects top talent with exceptional opportunities. Our recruiters are experts in their fields, and we are currently seeking a highly organized, proactive Executive Assistant for a prestigious Family Office located in North York, ON. In this highly specialized business administration role, you will be the backbone of daily operations, providing comprehensive support that encompasses executive assistance, personal assistance, and office management for a small, dedicated team. This is an unparalleled opportunity to work in a relaxed, slower-paced environment while making a significant impact on the lives and businesses of the executives you support.

As an Executive Assistant, your role in business administration will require you to wear multiple hats seamlessly. You will act as the primary liaison between the executives and external stakeholders, meticulously manage complex schedules, and oversee both corporate and household accounts. The ideal candidate is someone who naturally takes initiative, builds robust internal systems and fail-safes, and ensures that no detail—no matter how small—slips through the cracks. Whether you are reconciling credit cards, arranging private aviation, organizing tax schedules, or ensuring the office is perfectly maintained, your expertise in business administration will be critical to the family's success. You will be trusted to implement better checklists, strategically review invoices, and eventually make high-level decisions to streamline operations.

While this role operates primarily in English to support the executives and coordinate with various property managers and service providers, we always recognize and value candidates with bilingual proficiencies. In the diverse field of business administration, having a command of both English and French is always considered a strong asset, even if it is not a strict daily requirement for this specific North York location.

Advantages
• Highly competitive base salary ranging from $125,000+
• Annual discretionary bonus of 10% of the base salary
• 3 weeks of standard vacation time,
• Additional paid time off during the winter school holiday break (mid-December to early January) that does not count against vacation time
• Comprehensive benefits package with a negotiable three-month probationary period
• A relaxed, slower-paced, and welcoming office environment in North York
• Occasional flexibility to work from home on summer Fridays when executives are away

Responsibilities
• Provide comprehensive business administration support to senior executives, preparing correspondence and managing confidential information
• Co-ordinate executives’ schedules, appointments, reservations, and complex travel arrangements including private aviation and ground transport
• Collect, track, assemble, and submit executives’ corporate expenses
• Manage new hires and coordinate onboarding information with HR
• Organize and multi-task various personal requests, managing personal travel and family affairs on behalf of the executives
• Manage and process personal invoices for multiple properties, including utilities, property taxes, maintenance, and repairs
• Reconcile credit card payments using accounting software and manage all banking, wire transfers, and international currencies
• Assist in the yearly collection of personal tax filing information, creating medical, vehicle, and donation schedules
• Oversee daily office upkeep, ensuring adequate office, kitchen, and bathroom supplies are stocked
• Manage maintenance contracts, coordinating with cleaners, security services, landscaping, and part-time staff

Qualifications
• Advanced proficiency in Microsoft Excel and accounting software such as Quickbooks or Quicken
• Exceptional organizational skills with the ability to create foolproof systems and internal checklists
• Strategic mindset with the initiative to question processes, review invoices critically, and suggest system improvements
• Strong basic accounting and bookkeeping capabilities
• Excellent interpersonal skills; sociable, conversational, and comfortable interacting with high-net-worth individuals and family members
• High-level multitasking abilities tailored for a multifaceted business administration environment
• A trustworthy and proactive nature, allowing executives to hand off tasks with complete peace of mind
• 7 to 10 years of proven experience as an Executive Assistant, Personal Assistant, or Office Manager
• Previous experience supporting High-Net-Worth (HNW) individuals or working within a Family Office is highly preferred
• Willingness and availability to be reached via phone, text, or email on weekends for urgent personal matters or travel emergencies
• In-office presence required 5 days a week in North York
• Successful completion of a criminal background check, credit check, and reference verification


Summary
If this opportunity doesn’t perfectly align with your goals, please reach out to our recruiters to explore other exciting roles in our network.

Randstad Professional: Find the right job, love what you do, and develop your career. With access to a wide range of roles with top employers, a global community of professional peers, and specialized training and support, we’ll be your guiding partner and help you build a rewarding career.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.