Executive Assistant (House Manager)

Sage Haus•Etobicoke, ON

12d•CA$70,000 - CA$75,000•Onsite

About The Position

We are a dynamic, busy family of four, consisting of two parents and two sons, aged eight and one. Our lives are centered around our entrepreneurial spirit, as we own and operate multiple businesses. This keeps us on the move, often balancing time between work, family, and a full calendar of events, including business functions, corporate gatherings, and charity galas. At home, we maintain a warm and inviting space where we prioritize efficiency and family connection, even amidst our hectic schedules. While we both work from home and travel frequently, we recognize the importance of structure, organization, and a serene atmosphere to support our day-to-day lives. Our family values are deeply rooted in our culture, and we seek to infuse that into our home life, creating an environment of warmth, tradition, and respect. Our youngest son is cared for by a dedicated full-time nanny during the weekdays, and the Executive Assistant will not be responsible for primary childcare. However, light childcare assistance may occasionally be required for both children, particularly in the evenings or while the parents are occupied with work or business commitments. We value a candidate who is naturally warm and comfortable around children, as they will be an integral part of the family’s daily routine. We are looking for someone whose focus will be day-to-day management, organization, and family coordination. We are currently building a new home, and as we move into this new space, the Executive Assistant will play a pivotal role in organizing, setting up, and ensuring everything is in place to make the transition as smooth and seamless as possible. The ideal candidate will possess an eye for detail and personal style and have experience managing a large household with multiple moving parts. Whether it’s managing schedules, overseeing vendors, or handling logistics for events, you will be at the heart of maintaining order in what can feel like a whirlwind of activities. Above all, we are seeking someone who will become an essential part of our team — someone who is organized, adaptable, and able to anticipate our needs, both professionally and personally.

Requirements

Maintain a smoke-free environment
Reliable transportation
General vaccinations (Flu, Covid)
Comfortable with occasional travel and overtime as needed
Strong English language skills required
Ability to sign an NDA
Highly organized with the ability to manage multiple tasks and competing priorities seamlessly
Proactive and capable of anticipating the family’s needs before they arise
A professional who understands boundaries, with a calm and composed demeanor, especially under pressure
Detail-oriented, with a strong ability to create and maintain household systems and organization
Comfortable working independently and making decisions without constant direction
Tech-savvy and experienced in managing complex calendars and using tools to stay organized
A problem-solver, able to address issues and find solutions efficiently
A positive, can-do attitude with the ability to adapt to an ever-changing environment
Possess a strong sense of style and current fashion awareness, comfortable offering clothing and styling advice, and doing personal shopping for the family.
Trustworthy with a high level of discretion, particularly when managing family matters
Comfortable with children and able to provide light childcare assistance when needed
Experience in private household management or as an executive assistant, preferably in a busy family environment
Fluent in English
Able to work with confidentiality and respect
Background check required

Nice To Haves

CPR and First Aid Certified
Fragrance-free preferred
Ukrainian, Polish, or French a plus

Responsibilities

Create and maintain household organization systems for closets, pantry, drawers, and storage areas
Daily resets and light tidying to ensure the home is always clean and organized (putting things away, decluttering, wiping surfaces)
Lead setup and organization of new home upon move-in
Seasonal swaps for clothing, bedding, and home décor
Manage donation drop-offs and organize items for charity
Tidy outdoor porch and backyard areas as needed
Event prep including décor and logistics for hosting family gatherings and parties
Packing/unpacking for travel
Restock household supplies (pantry, fridge, toiletries)
Track household orders and subscriptions, including returns and dry cleaning
Run family errands such as shopping, gift selection, and package handling
Personal shopping for clothing and household items on behalf of family members; recommend stores and brands aligned with family's taste
Assist with meal prep as needed (not daily), including assembling light meals and grocery shopping
Coordinate food needs and shopping alongside a household chef when applicable
Prepare baby food, healthy snacks, and baked goods for the family
Ensure kitchen is cleaned and organized after meal prep
Manage all aspects of laundry — washing, drying, folding, ironing, steaming, and putting away
Care for special garments like school uniforms, delicate fabrics, and seasonal items
Linen rotation including changing beds once per week
School drop-off and pick-up, including driving to after-school activities
Light childcare support as needed, primarily during transitions between activities
Ensure family’s schedules are coordinated and efficient
Oversee and coordinate with regular cleaners, landscapers, and pool company
Research, book, and serve as primary contact for home repair vendors
Manage other services as needed, such as at home car detailers
Design and maintain a household calendar intake system to keep all family schedules consolidated and current
Track household expenditures across accounts, enter into budgeting tools, and prepare a monthly actuals-versus-budget summary for the principals
Provide light business support as needed, including errands related to the family's business