Personal Assistant- Wittington Properties, Limited - Toronto, ON 42304 https://inntrack.snaphire.com/job?jobmc=42304GOOGLE https://inntrack.snaphire.com/job?jobmc=42304GOOGLE
Careers at Wittington Properties Ltd Wittington Properties Ltd
Salary:

Location: Toronto, ON M4T CAN

Type of employment : FULL_TIME

Industry: Hospitality
Department: Administration & General
Career Level: Experienced
Work Hours: Full-time

Date Posted:

Valid Through:

As Personal Assistant to a high-profile individual in the Private Office you will be responsible for a wide variety of assignments and confidential tasks on behalf of the Private Office providing support to the Chief of Staff ,Global Property Director and Private Secretary, to enable them to focus on their core activities. Primarily based in the Toronto office you will undertake the following tasks using exceptional verbal and written skills.

Salary: Salary dependant on experience.

Hours: 40 hours / week; some evenings, weekends and holidays

Job Description

Scheduling & Communication

  • Liaising directly with the Principals including one to one meetings
  • Book meetings - business, charitable, personal
  • Book personal appointments - hair, makeup, spa, medical (attend if required)
  • Book meals - business, personal, celebrations
  • Book activities - Polo, Museums, Art Galleries, Exhibitions, Cinemas, Theatre (greeting / escorting Principals, family / friends on location when required)
  • Organize Christmas activities and Gifts
  • Populate Outlook and produce daily schedules and monthly calendars. Issue once proofread by the Private Secretary
  • Research and coordinate travel as directed by the Principals and the Private Secretary. Produce detailed travel itineraries and book helicopters, cars and hotels
  • Sort all relevant post and compose a daily Mail List
  • Send and track letters, parcels and packages for the Principals
  • Source items for purchase as directed by the Principals - clothing / accessories, beauty products, books etc.
  • Source and administer gifts and cards as directed by the Principals or Private Secretary
  • Maintain Canada / US friends lists and Christmas Card lists and ensure CRM database is up to date
  • Maintain accurate hard and soft copy files on behalf of the Private Secretary
  • Daily printing of all reports and memos for Principals
  • Coordination of Events - Assist with planning and execution of special events, event booklet compilation, event stationery (calligraphy - placement cards, menus etc.), assistance with guest list management
  • Some travel to worldwide residences to provide support / cover when required - the family have properties in Canada, Florida and the UK
  • Administration & Reporting

  • Creation of cost authorization sheets - travel, purchases, charitable donations
  • Research and creation of informative memos when required - products, locations, people, telephone messages, updates etc.
  • Produce report summaries for the Today Document. Submit to Private Secretary or Operations Manager for proofreading. Print, bind, issue
  • Collate photographic updates and produce booklets
  • Book staff travel arrangements - flights, accommodation, transfers
  • Run errands where required e.g. collect clothing purchases, books, magazines, delivery of personal correspondence, etc.
  • Setup the residence in advance of the Principals' arrival with paperwork, magazines, stationery, etc. and tidy the paperwork after the Principals' departure

Candidate Profile

Qualifications and Experience

  • The ideal candidate will have experience in working for a high-profile individual and operate comfortably within such an environment
  • Proven success in a high volume work and shifting priority environment
  • Advanced proficiency in MS Word, Excel, CRM, Adobe, Power Point, Outlook and the Internet.
  • Prior experience in coordinating private jet travel, both domestic and international
  • Previous experience of working in an environment where written and numerical reports are expected on a daily and weekly basis
  • University degree is an asset but not required


Personal Attributes

  • Used to working in a high-pressured environment with a high level of ambiguity
  • Maintains confidentiality and uses utmost discretion with all matters
  • Highly organized, focused and with outstanding attention to detail
  • Remains open to others' ideas, and seeks to proactively build connections with internal and external partners and stakeholders
  • Excellent time management; ability to establish and maintain superior filing and tracking systems
  • Strong communication skills, both verbal and written
  • Strong writing and editing skills
  • Analytical thinking and strong research skills
  • Well-presented and able to communicate with high net worth and high profile individuals as and when required
  • Flexibility with a strong work ethic
  • Exemplary attitude towards providing first-class customer service
  • Exceptional ability to follow precise and detailed instructions
  • Team player

Job Type: Full-time

Personal Assistant- Wittington Properties, Limited - Toronto, ON

As Personal Assistant to a high-profile individual in the Private Office you will be responsible for a wide variety of assignments and confidential tasks on behalf of the Private Office providing support to the Chief of Staff ,Global Property Director and Private Secretary, to enable them to focus on their core activities. Primarily based in the Toronto office you will undertake the following tasks using exceptional verbal and written skills.

Salary: Salary dependant on experience.

Hours: 40 hours / week; some evenings, weekends and holidays

Job Description

Scheduling & Communication

  • Liaising directly with the Principals including one to one meetings
  • Book meetings - business, charitable, personal
  • Book personal appointments - hair, makeup, spa, medical (attend if required)
  • Book meals - business, personal, celebrations
  • Book activities - Polo, Museums, Art Galleries, Exhibitions, Cinemas, Theatre (greeting / escorting Principals, family / friends on location when required)
  • Organize Christmas activities and Gifts
  • Populate Outlook and produce daily schedules and monthly calendars. Issue once proofread by the Private Secretary
  • Research and coordinate travel as directed by the Principals and the Private Secretary. Produce detailed travel itineraries and book helicopters, cars and hotels
  • Sort all relevant post and compose a daily Mail List
  • Send and track letters, parcels and packages for the Principals
  • Source items for purchase as directed by the Principals - clothing / accessories, beauty products, books etc.
  • Source and administer gifts and cards as directed by the Principals or Private Secretary
  • Maintain Canada / US friends lists and Christmas Card lists and ensure CRM database is up to date
  • Maintain accurate hard and soft copy files on behalf of the Private Secretary
  • Daily printing of all reports and memos for Principals
  • Coordination of Events - Assist with planning and execution of special events, event booklet compilation, event stationery (calligraphy - placement cards, menus etc.), assistance with guest list management
  • Some travel to worldwide residences to provide support / cover when required - the family have properties in Canada, Florida and the UK
  • Administration & Reporting

  • Creation of cost authorization sheets - travel, purchases, charitable donations
  • Research and creation of informative memos when required - products, locations, people, telephone messages, updates etc.
  • Produce report summaries for the Today Document. Submit to Private Secretary or Operations Manager for proofreading. Print, bind, issue
  • Collate photographic updates and produce booklets
  • Book staff travel arrangements - flights, accommodation, transfers
  • Run errands where required e.g. collect clothing purchases, books, magazines, delivery of personal correspondence, etc.
  • Setup the residence in advance of the Principals' arrival with paperwork, magazines, stationery, etc. and tidy the paperwork after the Principals' departure

Candidate Profile

Qualifications and Experience

  • The ideal candidate will have experience in working for a high-profile individual and operate comfortably within such an environment
  • Proven success in a high volume work and shifting priority environment
  • Advanced proficiency in MS Word, Excel, CRM, Adobe, Power Point, Outlook and the Internet.
  • Prior experience in coordinating private jet travel, both domestic and international
  • Previous experience of working in an environment where written and numerical reports are expected on a daily and weekly basis
  • University degree is an asset but not required


Personal Attributes

  • Used to working in a high-pressured environment with a high level of ambiguity
  • Maintains confidentiality and uses utmost discretion with all matters
  • Highly organized, focused and with outstanding attention to detail
  • Remains open to others' ideas, and seeks to proactively build connections with internal and external partners and stakeholders
  • Excellent time management; ability to establish and maintain superior filing and tracking systems
  • Strong communication skills, both verbal and written
  • Strong writing and editing skills
  • Analytical thinking and strong research skills
  • Well-presented and able to communicate with high net worth and high profile individuals as and when required
  • Flexibility with a strong work ethic
  • Exemplary attitude towards providing first-class customer service
  • Exceptional ability to follow precise and detailed instructions
  • Team player

Job Type: Full-time

Job Details

Reference # 42304
Posted on
Closes on
Property name Wittington Properties, Limited
Location(s) Toronto, ON
City Name
Department Administration & General
Career level Experienced
Hours/Status Full-time
Pay range ($low)
Pay range ($high)
Bonuses Yes
Benefits
More details (document)
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