Executive Assistant to Founder/Chairman, Family Office

Ref: EATFCF-M-N-58947
City/Region: Malton
Salary: Highly Competitive

This rewarding and demanding role operates within a high net worth (HNW) family office based in Toronto, but which has a base of operations in the North of England (Malton and Grimsby). The role is required to meet the needs of a highly successful and active entrepreneur who leads a global enterprise as chairman, is the head of a prominent Canadian family, and has a demanding domestic and overseas travel schedule. This individual spends his time equally between the UK and Canadian operations and requires on-the-ground executive assistance (EA) in the UK both during his visits, and in preparation for future visits. This critical role reports to the CEO of the family office and ensures that the chairman's administrative needs - business and personal - have been attended to in full, with exacting attention to detail, forethought and pre-emption. The incumbent will form part of a team of three EA's, two of which are based in Canada, and this additional role based in the UK. The EAs must work effectively as a team, sharing workload, insights and learnings as required.

Whilst the post-holder will be based in either Malton or Grimsby they will need to be prepared to travel domestically and internationally at short notice. There is a requirement for ad-hoc out of hours and weekend working when the chairman is in the UK and the incumbent must be prepared to work flexibly to suit the business and chairman as well as accommodate time differences between various locations.

Key responsibilities:

  • Working closely with the family office in Canada, this role's primary focus is the chairman's business travel and meeting schedule, ensuring the schedules of other key executives are deconflicted. The EA team will maintain a 12-month rolling calendar with increasing detail by quarter.
  • Be prepared to attend most meetings with the chairman to record actions and ensure follow-ups are issued and tracked with complete accuracy, in a timely manner.
  • Meet all business and personal travel needs of the chairman (and family members where required), both domestic and international. Perform all liaison with all supporting staff, including air crew and hotel/house managers to ensure all detailed requirements are addressed in full and in advance.
  • Monitor on-going travel planning and in-progress trips. Be prepared at short notice to support additional requirements/changes to travel plans.
  • All aspects of the chairman's UK travel planning/bookings. Monitoring each leg of the journey and confirming that all arrangements are executed flawlessly or adjusted as necessary in cooperation with the Canadian team.
  • Review and verify invoices for accuracy, demanding an exceptional eye for detail, awareness of cost and basic accounting principles.
  • Ensure the chairman is fully prepared for the week's business and walks into every meeting with a complete understanding of with whom he will meet, and as much detail on the subject matter and meeting objectives as is required.
  • In liaison with the Canadian team, the UK EA will be primarily responsible for managing the extensive travel arrangements for the chairman and family members.
  • Handle all correspondence, calls, filing and document handling.

Skills, qualifications and experience:

  • Considerable experience delivering exceptional results in a similar role as an EA to a C-suite or HNW individual within a complex family office environment.
  • Degree-level education is preferable but not essential.
  • Considerable demonstrable experience with complex travel arrangements including: private aviation, car service, and domestic and international travel providers.
  • Experience of complex diary management covering multiple time zones.
  • Able to communicate well and be able to take swift, effective action whilst proactively solving complex problems with little or no guidance.
  • Critical thinker with a passion for continuous improvement; able to identify challenges and present solutions.
  • Calm demeanour combined with the ability to cope with ambiguity and manage short-notice change with minimal direction.
  • Consummate professional in their conduct and interactions with all stakeholders.
  • Exceptionally efficient time-management skills.
  • Absolute discretion is required, as is the ability to delegate tasks and monitor progress ensuring adherence to timelines in support of the chairman's objectives.
  • Robust and astute operator able to conduct themselves with gravitas to achieve the desired objectives in regard to personal travel, bookings and short notice changes to the programme.
  • Loyal, exceptionally robust and resilient, and committed.
  • Excellent IT skills - MS Excel, Word, Outlook, PowerPoint.

Benefits include:

  • Highly competitive salary
  • 25 days holiday per year (plus public holidays)
  • Competitive contributory pension
  • Life assurance scheme

About Sofina:

Sofina Foods is Canada's leading manufacturer and supplier of primary and further processed protein domestically and internationally. With the recent acquisition of Karro Foods, Youngs Seafood and Greenland Seafood Sofina has become a truly global multi-protein food business with 44 sites across Canada, UK, Republic of Ireland, Germany and France and sales of circa £3.5 billion. Within our diverse, talented and dedicated Sofina family we have 13,000 employees sharing our values and striving to be the most successful food company in the world.

Our Vision

To be the most successful food company in the world.

Our Core Values

Integrity, Respect and Accountablity

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