Job Description

Personal Assistant to the CEO

Position Overview

A Personal Assistant is sought to support the CEO in both professional and personal capacities.

This is a unique opportunity to work closely with one of Canada's leading innovation figures, engaging with executives from major corporations, senior government officials, and global academics, while also ensuring the CEO's personal commitments and family logistics are managed seamlessly.

The PA will attend most meetings with the CEO, taking notes, and working in collaboration with the Executive Assistant to ensure that the CEO's work is managed effectively. The PA will also attend events with the CEO to ensure that onsite logistics are managed. Additionally, the PA will manage aspects of the CEO's personal life, ensuring that personal responsibilities are accounted for and attended to.

Role Description

This is a full-time, on-site position based at College & University in Toronto. The Personal Assistant will function as the CEO's right-hand, ensuring smooth operations across a wide spectrum of responsibilities. The role demands discretion, flexibility, and the ability to move fluidly between professional and personal contexts.

Key responsibilities include:

Calendar Management - Maintain the CEO's schedule with precision, using time-blocking to ensure every meeting has a clear agenda, confirmed attendees, and preparation materials. The Personal Assistant (PA) will be responsible for managing the calendar in close coordination with the Executive Assistant (EA).

Inbox & Correspondence Management - Triage, prioritize, and draft responses to emails and messages, ensuring the CEO remains focused on the most important matters.

Project & Commitment Tracking - Keep tabs on active initiatives, ensuring deadlines, follow-ups, and deliverables are monitored and advanced.

Task Management - Organize tasks, highlight urgent matters, and provide clear context during daily check-ins.

Relationship Management - Maintain and organize a large professional and personal network. This includes reminders for important dates and ensuring interactions are thoughtful and timely.

Travel Planning - Coordinate travel for both business and personal purposes, preparing complete itineraries and managing logistics.

Meeting Coordination- Capture and circulate detailed notes in a structured format, logging action items and ensuring follow-through.

Errands & Personal Support - Support the CEO in personal and family-related tasks, from household arrangements to running errands and coordinating with family service providers.

Skill gap scaffolding - In those instances where the CEO makes errors in applying soft skills, requires modulation of activities, or otherwise manages the CEO's time to ensure he is operating at maximal effectiveness.

This role will require work outside of normal business hours on a fairly regular basis and require flexibility. The role also may require travel, usually within North America.

Requirements

Experience - Minimum 2 years as a Personal Assistant, Executive Assistant, or similar role. Experience supporting C-suite leaders or high-net-worth individuals is an asset.

Technology Skills - Comfort with modern tooling, including demonstrated curiosity with how to improve efficiency and productivity, is essential.

Organization - Exceptional organizational skills with the ability to manage multiple streams of work, both professional and personal.

Attention to Detail - Consistent accuracy and thoroughness across all tasks, from communications to scheduling.

Adaptability - Ability to quickly learn preferences, adapt to shifting priorities, and move seamlessly between professional and personal responsibilities.

Proactivity - Anticipate needs before they arise, solve problems independently, and stay several steps ahead of the CEO's schedule.

Memory - An important part of the job will be maintaining a working memory of the CEO's current and recent activities.

Nice to Have

Experience creating or updating playbooks or SOPs.

Prior experience supporting C-suite executives or families.

Familiarity with tech or innovation environments.

Why This Role

This is not a typical assistant role. It is a chance to work directly for a senior leader, shaping how he operates day-to-day, and ensuring both professional and personal lives run smoothly. If you thrive in fast-paced environments, value discretion, and enjoy being indispensable, this opportunity will allow you to have a significant impact at the highest level.

Job Types: Full-time, Permanent

Ability to commute/relocate:

Toronto, ON: reliably commute or plan to relocate before starting work (preferred)
Language:

English (required)
Location:

Toronto, ON (required)
Willingness to travel:

25% (preferred)
Work Location: In person