Administrative Assistant

Toronto

We are looking for an Administrative Assistant to join our team. This position is for a highly organized and discreet Administrative Assistant who will provide dedicated support to the Executive Assistant to the company’s two owners. The role is focused on managing daily operations, coordinating logistics, and maintaining accurate records across personal and professional domains. 

Who we’re looking for:

This position is for a highly organized and discreet Administrative Assistant who will provide dedicated support to the Executive Assistant to the company’s two owners. The role is focused on managing daily operations, coordinating logistics, and maintaining accurate records across personal and professional domains. 

This position is for you if: 

• You are able to multitask.
• You have an entrepreneurial spirit.
• You’re confident, intelligent, dedicated, and focused making improvements and reaching out for new solutions.
• You can handle multiple requests, prioritize, and respond quickly and efficiently.
• You know how to communicate clearly and effectively with all types of people and thrive in a team setting, while taking charge of your own results.
• You naturally handle confidential information with discretion, professionalism, and sound judgment.
• You build trust by protecting sensitive data and navigating important conversations and documents with care and integrity. 

You’ll be responsible for:

Daily Coordination and Support

• Maintain ongoing daily communication (including a daily morning huddle) with the Executive Assistant for task assignments, clarifications, and updates.
• Take detailed notes, maintain a task list, and provide regular summaries on the status of tasks and any issues encountered.
• Assist with scheduling and calendar management for the Toronto residences, including booking services, confirming appointments, and updating entries.
• Regularly review the shared calendar to ensure accurate work weeks versus travel weeks, and confirm owners’ work location (house vs. office).
• Update key internal stakeholders regarding calendar entries, and confirm accuracy when changes occur.
• Conduct a biweekly calendar review, looking at least one month ahead, to confirm banner accuracy and ensure transportation is scheduled accordingly.
• Send weekly updates to key stakeholders regarding owners’ Saturday appointments.
• Anticipate needs, identify priorities, and flag time-sensitive items.

Catering Coordination (Toronto and Chicago Houses)

• Own all catering coordination for the Toronto and Chicago houses.
• Meet with owners weekly to review food needs and ensure orders are submitted to the chefs within required timelines.
• Maintain a master list of menu preferences, dietary notes, and guest information.
• Anticipate catering requirements and make proactive suggestions.
• Review invoices from the chef to confirm accuracy against ordered items for both the house and cottage.
• Manage communication with chefs regarding substitutions, delivery updates, and adjustments.

Travel and Transportation Coordination

• Manage all local and international car services for owners, including rental services when needed.
• Coordinate transportation using services such as Bennington, Uber Black, or Desert Rose (US).
• Research travel times and arrange pick-ups and drop-offs with appropriate lead time.
• Prepare detailed travel itineraries that include a cover sheet summary, flight confirmations, hotel bookings, medical appointments, insurance certificates, and any special instructions.
• Incorporate medical itineraries provided by the Executive Assistant into the calendar, including reminders such as fasting times, medication schedules, or restrictions.
• Coordinate hotel stays according to detailed preferences.
• Call hotels three to four days before arrival to confirm all arrangements and requests.
• Coordinate directly with hotel staff or chefs regarding dietary accommodations or special requests.
• Secure early check-ins or room modifications as needed.

Operations and Supply Management

• Order supplies regularly, including Nespresso pods, cases of water, instant espresso, and similar items.
• Track inventory levels and place restock orders in a timely manner.
• Coordinate delivery schedules and confirm receipt of items.

Expense Reporting and Accounting Coordination

• Collect all receipts from the Executive Assistant to prepare the AMEX report due for accounting.
• Match receipts against charges and ensure accuracy before submission.
• Work with the Accounting Team Leader to match receipts from personal credit cards with documentation.
• Ensure all reconciliations are completed on time.

Communication and Record Keeping

• Maintain accurate and organized records for catering, travel, and transportation logistics.
• File itineraries, receipts, and invoices in shared drives or folders.
• Communicate promptly with chefs and service providers.
• Keep contact lists for hotel representatives and room preferences for each city the owners frequent.

General Administrative Support

• Assist with miscellaneous administrative and organizational tasks as assigned.
• Coordinate occasional purchases.
• Ensure confidentiality and discretion in handling sensitive personal and travel information.
• Exhibit flexibility and initiative in managing evolving priorities and time-sensitive tasks.
   

Why Strategic Coach? We have:

• Exceptional Clients: Our clients are extraordinary individuals who, because of their involvement in the Program, will go on to powerfully multiply their business, future, and growth.

• Extraordinary Culture: As a company that teaches entrepreneurial teamwork and walks our talk, we take a lot of pride in cultivating a collaborative, positive, growth-oriented culture. We’re constantly supporting our team members in their own learning and growth as we evolve and innovate as a company.

You will also receive:

• A hybrid work model. 

• Six weeks of paid time off each year.

• Twenty-one flex hours.

• A flexible and competitive benefits plan.

• Top-tier onboarding and training.

• Insightful assessments to help you identify your unique strengths.

• Access to our first-class workshop programs.

• Fun team challenges, events, and celebrations.

• Three paid days off per year to volunteer with your chosen community.

• Access to a fully equipped gym.

• Unlimited free pop, juice, coffee, and occasional catered lunches.

To support our talent acquisition efforts, Strategic Coach may leverage AI technology as part of the recruitment process. We have also partnered with skills assessment platforms to help streamline and enhance candidate evaluation.

If you think this position is a right-fit for you, please send your résumé to hr@strategiccoach.com today.