Executive Assistant & Office Manager

Executive Assistant & Office Manager — Family Office

Location: Toronto, ON (in-office / hybrid) Type: Full-time, permanent Reports to: Principal / Family Office Director

About the Role

A newly-formed private family office in Toronto is seeking a highly organized, discreet Executive Assistant to support the principal(s) across business and personal matters. This is the first hire for this position and promises room for growth.

This is a high-trust role at the centre of the family's affairs, requiring sound judgment, absolute confidentiality, and the ability to manage complexity calmly and independently. The principals value productivity and results over hours worked. As such, the role permits reasonable flexibility to accommodate lifestyle needs.

Responsibilities

• Manage complex calendars, scheduling, and correspondence for the principal(s)
• Manage day-to-day needs of the office (e.g. maintain office supply stock, coordinate and attend meetings with vendors)
• Handle internal and external correspondence
• Prepare and organize documents, expense reports, and meeting materials
• Act as the primary liaison with advisors, lawyers, accountants, vendors, and household staff
• Track deadlines, follow-ups, and commitments across business and personal matters
• Handle ad hoc personal and lifestyle requests as they arise
• Coordinate domestic and international travel, including itineraries and logistics
• Maintain strict confidentiality and discretion at all times

Requirements

• 5+ years as an Executive or Personal Assistant supporting a family office
• Exceptional organizational and prioritization skills; proactive and anticipatory
• Willingness to get the job done, big or small
• Strong written and verbal communication
• Proficiency with Microsoft Office and/or Google Workspace

Preferred/Not Required

• Bookkeeping experience & familiarity with accounting software (QBO)
• Experience handling AP/AR
• Experience using AI and other efficiency-enhancing tools

Applications will be handled in strict confidence.

Pay: $85,000.00-$120,000.00 per year

Benefits

• Flexible schedule

Experience

• Executive Assistant: 4 years (preferred)

Work Location: Hybrid remote in Toronto, ON M4P 1E4