Executive Assistant (House Manager)

Job Title: Executive Assistant (House Manager)

Location: Etobicoke, ON, M9C2K4

Employment Type: Full Time

Schedule: This role follows a consistent Monday–Friday schedule from 8:00 a.m. to 5:00 p.m., with a 30-minute unpaid lunch break built into the day, totaling 42.5 working hours per week. From time to time, there may be opportunities for additional hours and overtime depending on business needs and mutual availability, which can provide additional earning potential.

Compensation:

• $70,000 - $75,000 CAD annually, depending on experience
• Availability to grow in corporate/business functions
• Wellness stipend and 2 weeks of paid vacation per year

Start Date: ASAP

Requirements

• Maintain a smoke-free environment
• Reliable transportation
• General vaccinations (Flu, Covid)
• CPR and First Aid Certified preferred
• Fragrance-free preferred
• Comfortable with occasional travel and overtime as needed
• Strong English language skills required; Ukrainian, Polish, or French a plus
• Ability to sign an NDA

About Our Family:

We are a dynamic, busy family of four, consisting of two parents and two sons, aged eight and one. Our lives are centered around our entrepreneurial spirit, as we own and operate multiple businesses. This keeps us on the move, often balancing time between work, family, and a full calendar of events, including business functions, corporate gatherings, and charity galas.

At home, we maintain a warm and inviting space where we prioritize efficiency and family connection, even amidst our hectic schedules. While we both work from home and travel frequently, we recognize the importance of structure, organization, and a serene atmosphere to support our day-to-day lives. Our family values are deeply rooted in our culture, and we seek to infuse that into our home life, creating an environment of warmth, tradition, and respect.

Our youngest son is cared for by a dedicated full-time nanny during the weekdays, and the Executive Assistant will not be responsible for primary childcare. However, light childcare assistance may occasionally be required for both children, particularly in the evenings or while the parents are occupied with work or business commitments. We value a candidate who is naturally warm and comfortable around children, as they will be an integral part of the family's daily routine.

We are looking for someone whose focus will be day-to-day management, organization, and family coordination. We are currently building a new home, and as we move into this new space, the Executive Assistant will play a pivotal role in organizing, setting up, and ensuring everything is in place to make the transition as smooth and seamless as possible.

The ideal candidate will possess an eye for detail and personal style and have experience managing a large household with multiple moving parts. Whether it's managing schedules, overseeing vendors, or handling logistics for events, you will be at the heart of maintaining order in what can feel like a whirlwind of activities. Above all, we are seeking someone who will become an essential part of our team — someone who is organized, adaptable, and able to anticipate our needs, both professionally and personally.

Who You Are / What We're Looking For:

• Highly organized with the ability to manage multiple tasks and competing priorities seamlessly
• Proactive and capable of anticipating the family's needs before they arise
• A professional who understands boundaries, with a calm and composed demeanor, especially under pressure
• Detail-oriented, with a strong ability to create and maintain household systems and organization
• Comfortable working independently and making decisions without constant direction
• Tech-savvy and experienced in managing complex calendars and using tools to stay organized
• A problem-solver, able to address issues and find solutions efficiently
• A positive, can-do attitude with the ability to adapt to an ever-changing environment
• Possess a strong sense of style and current fashion awareness, comfortable offering clothing and styling advice, and doing personal shopping for the family.
• Trustworthy with a high level of discretion, particularly when managing family matters
• Comfortable with children and able to provide light childcare assistance when needed
• Experience in private household management or as an executive assistant, preferably in a busy family environment
• Fluent in English, with additional language skills (Ukrainian, Polish, or French) being a plus
• Able to work with confidentiality and respect

Key Responsibilities:

Household Organization & Maintenance:

• Create and maintain household organization systems for closets, pantry, drawers, and storage areas
• Daily resets and light tidying to ensure the home is always clean and organized (putting things away, decluttering, wiping surfaces)
• Lead setup and organization of new home upon move-in
• Seasonal swaps for clothing, bedding, and home décor
• Manage donation drop-offs and organize items for charity
• Tidy outdoor porch and backyard areas as needed
• Event prep including décor and logistics for hosting family gatherings and parties
• Packing/unpacking for travel

Inventory & Errands:

• Restock household supplies (pantry, fridge, toiletries)
• Track household orders and subscriptions, including returns and dry cleaning
• Run family errands such as shopping, gift selection, and package handling
• Personal shopping for clothing and household items on behalf of family members; recommend stores and brands aligned with family's taste

Meal Support:

• Assist with meal prep as needed (not daily), including assembling light meals and grocery shopping
• Coordinate food needs and shopping alongside a household chef when applicable
• Prepare baby food, healthy snacks, and baked goods for the family
• Ensure kitchen is cleaned and organized after meal prep

Laundry & Linens:

• Manage all aspects of laundry — washing, drying, folding, ironing, steaming, and putting away
• Care for special garments like school uniforms, delicate fabrics, and seasonal items
• Linen rotation including changing beds once per week

Family Support:

• School drop-off and pick-up, including driving to after-school activities
• Light childcare support as needed, primarily during transitions between activities
• Ensure family's schedules are coordinated and efficient

Vendor & Service Management:

• Oversee and coordinate with regular cleaners, landscapers, and pool company
• Research, book, and serve as primary contact for home repair vendors
• Manage other services as needed, such as at home car detailers

Administrative Support:

• Design and maintain a household calendar intake system to keep all family schedules consolidated and current
• Track household expenditures across accounts, enter into budgeting tools, and prepare a monthly actuals-versus-budget summary for the principals
• Provide light business support as needed, including errands related to the family's business

How to Apply:

Please submit:

• A short letter introducing yourself and explaining why you'd be a great fit.
• Your updated resume.
• Three professional references with contact information.

This role requires a background check.

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