Executive & Personal Assistant

Bloom is a full-service workplace design consultancy, and we're excited to represent our client in their search for an Executive and Personal Assistant to support them. As Talent Advisors, we'll be your point of contact throughout the recruitment process, ensuring smooth communication between you and our client
At Bloom, we believe in a personal touch - every resume is reviewed by a human to ensure a fair and consistent interview process. If you’re selected, you’ll directly join our client’s team. We look forward to reviewing your application, and you can expect to hear from us within two weeks of applying! If you want to learn more about our approach, you can read more via our commitment to candidates
Our client is a public health educator and philanthropist based in Toronto. We are looking for an Executive and Personal Assistant to support her with her administrative and household operational needs. Along with her husband, she has a small child, two dogs, and enjoys travelling when possible
As her Executive and Personal Assistant, you are resourceful, independent, and quick to solve problems, often spotting issues before they even arise. Discretion and integrity are key, whether you're handling big-picture projects or day-to-day tasks. You have an entrepreneurial, growth-minded individual who thrives in a multi-facted, intellectual environment

• 
  Are you operationally efficient, living in your to-do lists, and love getting things done?
• Are you excited about transforming a variety of ideas and concepts into a cohesive, actionable vision?
• Can you operate discreetly, with integrity, and tactfully?

If so, you should keep reading!

Your role and responsibilities:

• Managing and organizing an active calendar of commitments and appointments.
• Executing general activities, including running errands, package dropoff and pickup, preparing for meetings, and coordinating vendors.
• Providing support with family logistics, including school pick-up when needed.
• Assisting with event planning, including vendor management, logistics coordination, budget management, invitation management, and seamless execution.
• Managing household and property operations, researching vendors for new projects and household services; liaising with properties across multiple locations and countries and checking in on the primary residence during absence..
• Coordinating travel logistics with the family’s travel agent.
• Managing our client’s involvement in philanthropic activities and community engagements, including board meetings, keeping minutes, and liaising with grantee organizations.
• Managing routine financial tasks, including tracking and recording expenses, researching and managing gift-buying for celebrations, special occasions, and business-related corporate gifting.
• Supporting with ad-hoc tasks and projects as needed.

Experience you bring to the team:

• You have previous experience as an Executive Assistant, Personal Assistant, or Senior Administrative Assistant.
• You have experience supporting senior-level executives and can handle confidential information with a high degree of discretion and care.
• You have a valid Ontario driver's license and access to a reliable car.
• You are available to work from Monday to Friday, and understand that some evenings and weekends may be necessary.
• You have project management experience.
• You are technically savvy and resourceful, and you leverage technology to streamline your work and the leaders you support.
• You are solution-focused and have mastered the art of anticipation, always thinking ahead and seeking out support when required.
• You are an effective communicator with strong written and verbal communication skills.
• You are highly organized, have a strong attention to detail and love creating & maintaining efficient systems.
• You are adaptable and able to go with the flow of an evolving set of priorities; shifting context isn't a challenge for you.
• You are excited by the opportunity to make a significant impact and support all areas of a growing business.

Good to knows:

• This is a hybrid role. At times, you’ll work from wherever you’re most comfortable, and other days you’ll be at our client’s residence or running in-person errands.
• You’ll be around children and dogs regularly, so being comfortable with both is important.
• A valid driver’s licence is required, as many responsibilities involve driving, including occasional use of the client’s vehicle and transporting her child when needed.

The recruitment process:

• Video screen with Agnes (Talent Advisor from Bloom)
• 60-minute video interview with the Hiring Manager
• Take-home written assignment to assess written communication and problem-solving skills.
• 60-min final in-person interview with the Hiring Manager and her husband.
• Reference Checks
• Criminal record and driver’s abstract background check
• Offer

Location:

• Our client is based in Toronto, ON, and this role will involve a mix of remote and in-person work. Your typical work week will be Monday to Friday during EST business hours, but occasional evenings and weekends may be required.

Compensation and benefits

• Annual Salary ranges from $80,000 to $90,000 CAD
• Health benefits stipend
• 15 days of vacation

Like Bloom, our client is proud to be an equal opportunity workplace, dedicated to equal employment opportunities for everyone, regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status. We're seeking motivated and compassionate individuals who can contribute from the ground up and support the meaningful work our Partner is passionate about
Our client is committed to creating an inclusive, barrier-free recruitment process and work environment. If you need any accommodations, please let us know, and we'll work with you to meet your accessibility needs. For any accessibility-related assistance, please contact [email protected]
#LI-Hybrid