Job in Canada
Private Secretary Needed In Canada By World Travel Inc
We are seeking a skilled and experienced Private Secretary to provide comprehensive administrative support to our high-level executive. As a Private Secretary, you will play a crucial role in managing the executive’s professional and personal affairs with utmost discretion and efficiency. Your organizational skills, attention to detail, and ability to handle confidential information will be essential in ensuring the smooth functioning of the executive’s daily activities.
Job details
- Location: Toronto, ON
- Salary: 35.00 to 65.00 hourly (to be negotiated) / 15 to 40 hours per week
- Terms of employment Permanent employment: Part time leading to full time Day, Evening, Night, Weekend, Shift, Overtime, On Call, Flexible Hours, Early Morning, Morning
- Start date: Starts as soon as possible
- Vacancies 1
- Verified
Overview
Languages
Bilingual
Education
- Master’s degree
- or equivalent experience
Experience
Experience an asset
Asset languages
- Cantonese
Responsibilities:
- Manage and maintain the executive’s schedule and calendar, including coordinating appointments and meetings.
- Handle communications on behalf of the executive, including screening phone calls, responding to emails, and managing correspondence.
- Draft and prepare business letters, emails, reports, and other documents as needed.
- Maintain confidential files and records, ensuring that information is secured and accessible when required.
- Coordinate travel arrangements, including booking flights, accommodations, and ground transportation.
- Assist in organizing and managing events, meetings, and conferences.
- Act as a liaison between the executive and other team members, clients, and associates.
- Handle personal tasks for the executive, such as making reservations and managing personal appointments.
- Conduct research and gather information as requested by the executive to support decision-making.
- Collaborate with other administrative staff to ensure efficient office operations.
Requirements:
- Proven experience as a Private Secretary or in a similar executive support role.
- Excellent organizational and time management skills to manage multiple tasks and priorities effectively.
- Strong communication skills, both written and verbal, to represent the executive professionally.
- Discretion and the ability to handle confidential and sensitive information with utmost privacy.
- Proficiency in office software and technology, including word processing and email.
- Ability to work well under pressure and in a fast-paced environment.
- Problem-solving skills to address various challenges that may arise in the executive’s affairs.
- High level of adaptability to handle dynamic and changing priorities.
- Bachelor’s degree in Business Administration or related field is a plus.
Tasks
- Arrange and co-ordinate seminars, conferences, etc.
- Record and prepare minutes of meetings, seminars and conferences
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
- Compile data, statistics and other information
- Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
- Set up and maintain manual and computerized information filing systems
- Type and proofread correspondence, forms and other documents
- Respond to employee questions and complaints
- Negotiate collective agreements on behalf of employers or workers
- Manage contracts
- Perform data entry
Experience and specialization
Computer and technology knowledge
- Accounting software
- MS Excel
- MS Office
- Adobe Photoshop
- Social Media
Technical terminology
- Legal
- Financial
- Business
Area of specialization
- Correspondence
- Reports and records
- Contracts
- Financial statements
- Manuscripts, publications or theses
- Charts, tables, graphs and diagrams
- Project management
Additional information
Security and safety
- Basic security clearance
- Enhanced reliability security clearance
- Confidential security clearance
- Secret clearance
- Top secret clearance
- Criminal record check
Personal suitability
- Ability to multitask
- Excellent oral communication
- Excellent written communication
- Flexibility
- Organized
- Reliability
- Team player
- Time management
Who can apply to this job?
The employer accepts applications from:
- Canadian citizens and permanent or temporary residents of Canada.
- Other candidates with or without a valid Canadian work permit.
How to apply
By email
lakshmiai88@maxworldtravel.com
Include this reference number in your application
WD20230808
How-to-apply instructions
Here is what you must include in your application:
- Job reference number
- Cover letter
- References attesting experience
- Letter of recommendation
- Proof of the requested certifications
- Link to web portfolio
- Copy of portfolio or relevant work examples
- Highest level of education and name of institution where it was completed
- Copy of latest school transcript
- Writing sample
- Proof of student enrollment
This job posting includes screening questions. Please answer the following questions when applying:
- Are you available for shift or on-call work?
- Are you available for the advertised start date?
- Are you currently a student?
- Are you currently legally able to work in Canada?
- Are you willing to relocate for this position?
- Do you currently reside in proximity to the advertised location?
- Do you have previous experience in this field of employment?
- Do you have the above-indicated required certifications?
- Do you have the necessary equipment for remote work (i.e. internet, home office, etc.)?
- What is the highest level of study you have completed?
- What is your current field of study?
- What is your current level of study?
Advertised until
2023-09-04
Here are some frequently asked questions to help you gain a better understanding of this Private secretary:
1. What does a private secretary do?
Private secretaries are responsible for providing comprehensive administrative support to their employers. They manage schedules, handle communications, organize meetings, and assist in various tasks to ensure the smooth functioning of their employer’s professional and personal life.
2. How is a private secretary different from a regular secretary or administrative assistant?
Private secretaries work exclusively for one individual, typically a high-level executive or a prominent personality, whereas regular secretaries or administrative assistants provide support to a team or within an organization.
3. What are the key responsibilities of a private secretary?
The key responsibilities of a private secretary may include:
- Managing and maintaining the employer’s schedule and calendar.
- Coordinating meetings and appointments, including travel arrangements.
- Handling confidential and sensitive information with discretion.
- Drafting and preparing business correspondence, emails, and reports on behalf of the employer.
- Managing communications, screening phone calls, and responding to inquiries.
- Organizing and maintaining files, records, and documents.
- Assisting with personal tasks, such as making reservations and managing household affairs.
- Acting as a liaison between the employer and other team members or associates.
4. Is prior experience required to become a private secretary?
Prior experience in administrative roles is usually necessary to become a private secretary. Employers often seek candidates with a proven track record in providing efficient and discreet administrative support.
5. What skills are essential for a private secretary?
Key skills for a private secretary include:
- Exceptional organizational and time management abilities.
- Strong communication skills, both written and verbal.
- Proficiency in office software and technology.
- Discretion and the ability to handle confidential information with utmost privacy.
- Problem-solving skills to address various challenges that may arise.
- Adaptability to handle a diverse range of tasks and changing priorities.
6. How can I become a private secretary?
To become a private secretary, start by gaining experience in administrative roles and developing strong organizational and communication skills. Networking and building relationships with executives or prominent individuals can also open doors to private secretary positions.
7. Can private secretaries work remotely?
In some cases, private secretaries may work remotely, especially if their employers have flexible work arrangements. However, the nature of the employer’s needs may require in-person support.
8. What is the most rewarding aspect of being a private secretary?
For many private secretaries, the most rewarding aspect is the opportunity to work closely with influential individuals, making a significant impact on their professional and personal lives. The role allows them to witness the direct results of their support and contributions.
