Holding Company, Sofina Foods, Markham, Ontario, Canada
Location: 100 Commerce Valley Drive West, Markham, Ontario
Job Type: Full-Time, Permanent, (On-site)
About the Role:
The growing operational responsibilities of the Family Office, combined with the evolving needs of a large and expanding family, have created the need to add a second Executive Assistant to the team.
The Executive Assistant II is a newly created supernumerary position established to enhance the capacity of the Family Office administrative team. Working alongside the Executive Assistant to the Chairman & CEO, this role provides dedicated administrative and operational support to the Family Office executive team while assisting second-generation family members with a broad range of personal, travel, lifestyle, and business-related matters. This position offers a unique opportunity to develop a deep understanding of the Family Office's operations and, over time, progress into the Executive Assistant to the Chairman & CEO role as part of the organization's long-term succession planning. Working in close partnership with the Executive Assistant to the Chairman, and taking operational direction from that role, the Executive Assistant helps ensure the seamless coordination and execution of priorities across the Family Office while supporting a standard of uninterrupted, high-touch service. This position plays a critical role in maintaining efficiency, responsiveness, discretion, and consistency in the support provided to both leadership and family members.
Success in this role requires exceptional organizational and planning skills, sound judgment, adaptability, discretion, and a strong service mindset. The ideal candidate is highly logistics-oriented, thrives in a fast-paced and ever-changing environment, and is capable of managing multiple competing priorities with professionalism and composure. The ability to anticipate needs, build trusted relationships, and proactively support the evolving requirements of both the executive team and family members is essential.
Key Responsibilities
- Provide administrative support to Family Office executives, including coordination of meetings, preparation of materials, document management, correspondence, expense reporting, and general executive assistance as required.
- Coordinate internal meetings, ensuring agendas, materials, logistics, hospitality, and follow-up actions are properly managed and executed.
- Track action items, monitor deadlines, and ensure timely follow-through on commitments arising from meetings, projects, and ongoing initiatives.
- Support the day-to-day administrative operations of the Private Office, including maintaining records, coordinating vendors and service providers, managing office resources, and assisting with office events and family gatherings.
- Assist with Family Office projects and initiatives by conducting research, coordinating third parties, preparing documentation, and tracking milestones and deliverables.
- Serve as a primary support resource for second-generation family members, providing responsive and discreet assistance across personal, travel, lifestyle, and business-related matters.
- Coordinate domestic and international travel, including flights, accommodations, ground transportation, visas, itineraries, travel documentation, and contingency planning.
- Manage personal administrative needs for family members, including memberships, registrations, renewals, gifting, reservations, and other lifestyle-related requests.
- Liaise with household staff, property managers, security personnel, and external service providers to ensure seamless execution of family-related requirements.
- Support family members' business interests and external engagements through coordination, documentation, and follow-up as required.
- Research and source vendors, services, experiences, and solutions to support both family and office needs.
- Provide administrative coverage and support to the Executive Assistant to the Chairman and wider executive team during peak periods or absences as required.
- Partner closely with the Executive Assistant to the Chairman to ensure consistent coordination, communication flow, and execution across the Private Office.
- Maintain strict confidentiality and exercise sound judgment in all matters relating to the family, executives, and business interests.
Requirements
- 10 - 12 years of experience in a Family Office, private office, executive support, or high-net-worth environment.
- Demonstrated experience supporting multiple stakeholders in a fast-paced, service-driven environment.
- Proven ability to coordinate complex domestic and international travel (private and commercial) and manage competing priorities.
- Excellent organizational, communication, and problem-solving skills with exceptional attention to detail.
- High degree of professionalism, discretion, and sound judgment when handling confidential information.
- Proficiency with Microsoft Office Suite.
- Ability to work independently while contributing to a collaborative, team-oriented environment.
- 5 days in office, on-site role
Job Type: Full-time
Benefits:
- Dental care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
