Title: Personal Assistant/Lifestyle Coordinator
Reporting to: Executive Assistant

The Personal Assistant/Lifestyle Coordinator provides comprehensive, high-touch support to the Owner, their family, and the household, while diligently managing personal, social, and business needs with a strong emphasis on lifestyle, travel, events, and property management. This dynamic role requires expertise in high-level coordination, concierge services, and proactive problem-solving. The ideal candidate is a detail-oriented, service-driven professional with a background in handling complex travel arrangements, event planning, and lifestyle management. Reporting to the Executive Assistant, you will work closely with the CEO Support Team to ensure smooth operations and timely execution of all lifestyle-related tasks.

Primary Objectives:

• Travel & Logistics Management:
  • Expertise in booking complex travel, including international flights, accommodations, and transportation for the CEO and family members.
  • Manage travel itineraries, ensuring seamless logistics, and address all travel-related needs, including visa arrangements, special requests, and last-minute changes.
  • Experience managing frequent travelers, anticipating their needs, and ensuring comfort and efficiency during travel.
  • Collaborate with stylist and assist with packing for CEO travel
    
• Personal Appointments:
  • Manage the CEO's calendar, scheduling meetings, health/wellness appointments, events, etc., coordinating with CEO Support Team as needed.
  • Coordinate with relevant parties and send reminders to ensure preparedness.
    
• Social, Event and Gift Coordination:
  • Plan, organize, and manage events, including corporate gatherings, family celebrations, and special occasions, with a keen attention to detail.
  • Handle logistics such as venue selection, catering, guest lists, and decoration, ensuring all events run smoothly and reflect the brand and lifestyle of the CEO and their family.
  • Provide personal concierge-level services, including restaurant reservations, special requests, and VIP access through a well-established network of contacts in hospitality.
  • Manage the coordination of gifts for family members, birthdays, holidays, corporate events, and special occasions, ensuring thoughtful and timely deliveries.
  • Be proactive in managing personal and family-related requests, addressing needs with efficiency and discretion.
    
• Property & Household Management:
  • Oversee household operations, including coordinating with maintenance personnel, contractors, and service providers for both residential and business properties.
  • Manage property-related tasks, including rent payments, municipal permitting, licensing, and handling any legal formalities associated with property management.
  • Maintain organized records of household documents, legal papers, and contracts, ensuring compliance and ease of access.
  • Must have a drivers license to travel to different properties in Ontario
    
• Administrative & Financial Support:
  • Assist in managing personal finances, including budgeting for travel, events, household expenses, and family-related matters.
  • Work with the finance team to reconcile credit card statements, track expenditures, and prepare reports.
  • Oversee invoicing and payment solutions for vendors, contractors, and other service providers to ensure timely payment
  • Prepare expense reports for review and analysis.

Duties & Responsibilities:

• Act as a liaison for the CEO and family members in organizing and managing their personal and professional lives.
• Coordinate and manage personal travel, including booking flights, accommodations, and ground transportation.
• Handle high-level personal and family affairs, including managing schedules, appointments, and special requests.
• Offer concierge-level services, including making restaurant reservations, managing complex itineraries, and fulfilling bespoke requests.
• Oversee the planning and execution of special events, ensuring seamless coordination and attention to detail.
• Maintain and organize household records, files, and important documents for easy access and reference.
• Coordinate with external vendors and contractors for home maintenance, repairs, and renovations, ensuring timely and efficient service.
• Ensure the CEOs familys lifestyle, including social engagements, wellness, and personal needs, is managed seamlessly.
• Handle ad-hoc personal tasks such as running errands, managing small projects, and providing assistance wherever needed.
• Oversee the care and routine management of pets, including coordination with dog walkers and other animal-related services.

About You:

• Proven experience (5+ years) in lifestyle coordination, personal assistant, or concierge services, with a focus on high-level, executive support.
• Expertise in managing complex travel arrangements, property management, event planning, and high-end concierge services.
• Strong organizational and time-management skills, with the ability to prioritize tasks in a fast-paced environment.
• Exceptional problem-solving skills and a solution-oriented mindset.
• Strong communication skills, both verbal and written, with an ability to interact effectively with diverse groups of people.
• Ability to maintain a high level of discretion, confidentiality, and professionalism.
• Flexible and adaptable with a proactive, can-do attitude.
• A natural ability to anticipate needs and stay one step ahead in managing multiple priorities.
• High attention to detail and a commitment to excellence in all areas of work.
• A valid drivers license is required.

Additional Requirements:

• Hours of work: 9-5 pm, but the role is VERY flexible depending on needs and travel.