The Mullings Group Search Canada is in search of a highly organized, reliable, flexible and proactive Personal Assistant to support and contribute to the success of an accomplished entrepreneur. This individual will need to thrive operating in a versatile environment, have excellent communication skills, a high degree of discretion, and the ability to multitask effectively. This role requires flexibility on working hours, a positive attitude, and a strong sense of responsibility in managing both professional and personal tasks.

This position will be based from a home office in Vancouver with frequent travel needed to North Vancouver. Additional travel may be required throughout the Lower Mainland and Vancouver Island.

Responsibilities

Scheduling and Calendar Management

• Manage and coordinate calendars to ensure the efficient and effective use of time, aligning with preferences, appointments, events, priorities, and business strategies.
• Maintain and manage contact lists and key contact information, ensuring easy access and efficient communication.

Document Creation and Organization

• Develop presentations, create spreadsheets, and draft memos, letters, and reports to support various personal and business matters.
• Maintain organized filing systems and ensure timely delivery of important documentation to stakeholders.

Meeting and Event Coordination

• Consolidate schedules and ensure meetings and events are organized with proper agendas, locations, and attendee preparedness.
• Coordinate and arrange meetings, conference calls, and ensure all technology needs (e.g., video conferencing, scanning/printing) are met before scheduled sessions.

Travel Management

• Support domestic and international travel planning, including the creation of in-flight briefing materials and coordination with the corporate flight operations team.

Vendor and Service Coordination

• Coordinate and oversee contracted personal vendor services, including housekeepers, cooks, trades workers, contractors, and banking/accounting/legal professionals.

Special Projects and Event Planning

• Help organize and execute special events in coordination with other staff/stakeholders, ensuring successful planning and execution.

Wardrobe Management

• Oversee personal wardrobe requirements, ensuring it is well-maintained, organized, and aligned with seasonal needs or upcoming events.
• Coordinate cleaning, tailoring, and wardrobe updates, including packing for travel and special occasions.

Pet Care Management

• Manage care schedules for household pets, including feeding, grooming, exercise, and medical appointments.
• Coordinate with pet sitters, trainers, or veterinary professionals as needed.

Technology and IT Support

• Collaborate with IT to ensure all technology requirements are met and proactively resolve any technical challenges.
• Manage access to online accounts, ensuring passwords and security are handled efficiently.

Financial and Personal Support

• Assist with personal budgeting and expense management.
• Run personal errands and/or manage personal tasks as needed.

Relationship Management

• Serve as a liaison to facilitate communication and relationship building.
• Observe current practices, recommending improvements to processes, communications, and management systems to increase operational efficiency.

Miscellaneous

• Support any additional business or personal-related tasks as required.

Qualifications

• A minimum of five (5) years in a Personal Assistant, or Senior Administrative Assistant role, or experience in hospitality management.
• Post-secondary education in administration, hospitality, or a related field is an asset.
• A valid Class 5 driver's license, a clean driving abstract, and an operational vehicle are required.
• A valid Canadian passport with the ability to travel both domestically and internationally, on an as required basis.
• Ability to maintain privacy and confidentiality at all times, exercising diplomacy, discretion, and respect for boundaries.
• Ability to work independently and autonomously in a remote work environment.
• Highly competent in software applications, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Apple products.
• Knowledge of video conferencing tools (including Zoom, MS Teams).
• Highly organized with excellent time management skills and the ability to set, commit to, and meet deadlines.
• Service-oriented, proactive self-starter with excellent attention to detail.
• Excellent communication (both written and verbal) and solid interpersonal skills that allow one to work effectively in a diverse environment.
• Ability to liaise and communicate effectively with all levels of executives, staff, and external stakeholders.
• Ability to work under pressure and adapt to changing personal and business needs.
• Flexibility required with schedule availability for evenings, weekends, holidays, and additional hours on an as-requested basis.