Provide seamless, proactive, and deeply personalized support to ensure an executive's personal life is organized, well-maintained, and stress-free. This role requires discretion, emotional intelligence, and a commitment to enhancing quality of life through detailed attention to daily routines, health, home, travel, and legacy.
Position Scope
This position is intended to support an individual's personal needs, health, household management, and overall lifestyle. The ideal candidate will be a long-term, trusted ally in managing all personal aspects of life, offering both practical assistance and emotional support. Occasional business-related support will be required, but the primary focus is on enhancing the executive's personal life.
Key Responsibilities
1. Daily Planning & Organization
Maintain a dynamic calendar of personal appointments, engagements, and activities.
Prepare daily agendas and ensure the executive is briefed on the day's schedule.
Anticipate personal needs and schedule time for relaxation and self-care.
Coordinate transportation for personal outings, errands, and leisure activities.
2. Travel & Packing Support
Book all travel arrangements (flights, accommodations, transportation).
Proactively pack and organize belongings for trips based on destination and schedule.
Track medications and personal health items for travel.
Ensure comfort items (neck pillows, snacks, entertainment) are ready for travel.
3. Health & Wellness Oversight
Schedule and track health-related appointments, including check-ups, specialist visits, and wellness routines.
Set up reminders for medications, supplements, and daily health routines.
Ensure the home is stocked with wellness items (vitamins, eye drops, etc.) and encourage healthy habits.
Support hydration, balanced meals, and regular physical activity if applicable.
4. Household & Wardrobe Management
Oversee the management of the home, ensuring it is always clean, organized, and stocked with necessary items.
Monitor and maintain the wardrobe, coordinating with tailors, dry cleaners, and personal shoppers as needed.
Track seasonal wardrobe needs and personal style changes.
5. Social & Personal Coordination
Plan and organize social gatherings, dinners, and events (both at home and out), including guest lists, RSVPs, and event details.
Send thoughtful gifts, cards, or flowers for birthdays, anniversaries, or important dates.
Maintain a list of personal contacts and help coordinate calls or meetups with friends and family.
6. Communication Management
Screen and respond to personal emails, texts, or calls as directed.
Maintain regular communication with family, doctors, and other important personal contacts.
Help organize and manage handwritten correspondence, thank-you notes, and other personal messages.
7. Errands & Personal Preferences
Run personal errands such as picking up prescriptions, grocery shopping, or buying favorite items.
Anticipate personal needs, like replacing worn-out items or preparing for seasonal changes (e.g., replacing walking shoes).
Maintain and update a list of preferences (favorite foods, beverages, brands, etc.), ensuring they are always available at home or during travel.
8. Legacy & Document Organization
Help maintain important personal documents, files, and memories.
Assist in organizing legacy-related tasks, such as archiving memorabilia, photos, or personal documents.
Coordinate with any estate planners, attorneys, or financial advisors as needed for personal matters.
9. Technology & Digital Support
Provide support for personal devices (phones, tablets, computers) and help with troubleshooting.
Assist in organizing digital photos, documents, and personal reminders.
Help manage personal passwords, syncing calendars, and managing notes or to-do lists.
10. Business Support (Occasional)
Attend business meetings as requested, taking minutes and summarizing key discussions for the executive.
Provide reminders and recaps of business commitments, deadlines, and follow-up actions.
Help coordinate any personal-business crossover, such as assisting with event planning or managing professional contacts.
Ensure the executive is prepared for any business-related tasks or engagements.
11. Trust, Loyalty & Long-Term Support
Uphold strict confidentiality and discretion in all matters.
Build a deep understanding of the executive's personal routines, preferences, and values.
Serve as a stable and supportive presence in the executive's personal life across evolving stages.
Ideal Candidate Traits
Professional Appearance & Demeanor:
The ideal candidate will maintain a polished, professional appearance at all times. They will present themselves with grace and composure, whether in formal settings or private moments, ensuring they always align with the executive's high standards.
Fluent & Professional Communication:
Fluent in English, with a strong command of both written and spoken language. The candidate should be able to communicate clearly, confidently, and professionally when interacting with business executives, personal contacts, vendors, and service providers. This includes drafting emails, attending meetings, and making phone calls on behalf of the executive in a polished tone.
Proactive & Observant:
The candidate must anticipate needs and proactively address them before they arise. A keen observer who quickly learns the executive's preferences, rhythms, and routines.
Calm Under Pressure:
Ability to remain composed and handle stressful situations with poise and confidence, all while respecting confidentiality and privacy.
Emotionally Intelligent:
Highly empathetic and emotionally aware, with the ability to adjust tone and communication style to match the needs of the executive, family, and other contacts.
Organized & Detail-Oriented:
A natural multitasker who thrives in managing multiple moving parts. Attention to detail is key, especially in maintaining personal schedules, preferences, and documentation.
Flexible & Adaptable:
Ready to adjust to changing schedules, unanticipated events, and evolving personal or business demands. Flexibility in terms of time, tasks, and travel is essential.
Trustworthy & Loyal:
This is a long-term, deeply trusted role. The candidate must be reliable, discrete, and a true partner in ensuring the executive's personal life runs smoothly.
Tech-Savvy:
Comfortable using various digital tools, apps, and devices to stay organized, manage schedules, and communicate efficiently.
Job Type: Part-Time
Pay: $72,000 starting annual salary, increasing to $90,000 per year, and benefits, after successful completion of 6 months)
Expected Hours: No less than 20 per week
Schedule: On call
Work Location: Vancouver, BC
Job Type: Part-time
Pay: $72,000.00-$90,000.00 per year
Expected hours: No less than 20 per week
Benefits:
Extended health care
Work Location: In person
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