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Executive Assistant -Spa and Med Spa

Maison Aqua Spa
Dollard-Des Ormeaux, CAN
Full-time
Entry
Onsite
Discovered 4 weeks ago
Microsoft OfficeGoogle Workspace

Full Job Posting

  • Work closely with the owners to assist with the daily administration and operations of both businesses.
  • Maintain organized digital and physical documentation and files.
  • Prepare, organize, update, and maintain company documents, forms, agreements, policies, and records.
  • Assist with preparing reports, spreadsheets, presentations, correspondence, and other administrative materials.
  • Coordinate meetings, appointments, follow-ups, and business-related activities for ownership.
  • Keep track of outstanding tasks and follow up to ensure deadlines are met.
  • Handle confidential information with professionalism and discretion.
  • Assist the owners with special projects and operational priorities as required.
  • Assist with maintaining organized employee files and HR documentation.
  • Prepare and organize employment contracts, onboarding documents, forms, policies, and other employee-related paperwork.
  • Assist with new employee onboarding and ensure required documentation is completed.
  • Maintain records relating to employee certifications, training, renewals, and other requirements.
  • Assist management with employee documentation and follow-up when required.
  • Help coordinate staff meetings, training sessions, and internal communications.
  • Maintain confidentiality regarding employee and company information.
  • Assist with payroll-related administrative tasks and documentation.
  • Collect, organize, and verify payroll information before submission.
  • Assist with tracking hours, schedules, vacation information, and other payroll-related records.
  • Communicate with payroll providers or appropriate internal contacts when clarification or follow-up is required.
  • Maintain accurate payroll documentation and records.
  • Assist with resolving administrative payroll questions or discrepancies.
  • Research and identify companies, brands, suppliers, organizations, hotels, businesses, and professionals that may be potential partners for the spa and medical spa.
  • Contact companies to explore collaboration, partnership, promotional, referral, and business development opportunities .
  • Communicate professionally by phone, email, and in person with potential business partners.
  • Follow up with companies and maintain organized records of conversations and opportunities.
  • Assist in developing relationships with hotels, tourism organizations, corporations, wellness businesses, beauty brands, medical professionals, event organizers, and other relevant partners.
  • Help coordinate collaborations, promotions, events, and partnership initiatives.
  • Maintain a database or organized record of potential and existing business relationships.
  • Attend industry trade shows, conferences, networking events, promotional events, and other business functions on behalf of the spas.
  • Represent Maison Aqua Spa and Nuance Medi Spa in a professional and positive manner.
  • Promote the businesses, services, treatments, memberships, packages, and brand.
  • Network with potential business partners, suppliers, professionals, hotels, and other industry contacts.
  • Collect business contacts and follow up with potential opportunities after events.
  • Assist with organizing the spas' participation in trade shows and promotional events.
  • Help coordinate promotional materials, displays, samples, business cards, and other event requirements.
  • Participate in special events and marketing initiatives as requested by ownership.
  • Assist the owners with operational projects and priorities across both locations.
  • Communicate with suppliers, service providers, contractors, and other companies as required.
  • Assist with ordering, documentation, vendor communication, and follow-up.
  • Help identify operational issues and bring them to the attention of ownership.
  • Assist with implementing new procedures, services, products, systems, and initiatives.
  • Support communication between ownership, management, and staff.
  • Assist with maintaining a high level of organization and professionalism throughout the businesses.
  • Previous experience in a spa, medical spa, luxury hotel, hospitality, wellness, beauty, healthcare, or similar service environment is strongly preferred.
  • Previous Executive Assistant, Administrative Assistant, Spa Coordinator, Hotel Coordinator, Operations Coordinator, or similar experience.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Professional telephone and email communication skills.
  • Comfortable communicating with business owners, suppliers, companies, professionals, and potential partners.
  • Strong attention to detail and ability to maintain accurate documentation.
  • Comfortable handling confidential information.
  • Proficient with Microsoft Office, Google Workspace, spreadsheets, email, and other administrative systems.
  • Comfortable learning new software and systems.
  • Ability to manage multiple priorities and work independently.
  • Strong follow-up skills — able to ensure that calls, emails, documents, and projects do not get forgotten.
  • Professional appearance and demeanor.
  • Must be comfortable attending trade shows, networking events, and business functions as a representative of the company.
  • Must be flexible and willing to assist with a variety of administrative and operational tasks.
  • Highly organized and detail-oriented .
  • Proactive rather than reactive .
  • Professional and confident .
  • A strong communicator .
  • Reliable and accountable .
  • Comfortable speaking with businesses and making professional calls .
  • Excellent at follow-up .
  • Discreet and trustworthy .
  • Comfortable working directly with business owners .
  • Able to multitask and prioritize .
  • Positive, polished, and personable .
  • Interested in the spa, wellness, beauty, hospitality, and medical aesthetics industries .
  • Full-time position in a growing spa and medical spa environment.
  • Opportunity to work directly with ownership.
  • Exposure to business operations, HR, payroll administration, partnerships, marketing, and business development.
  • Opportunities to attend industry events, trade shows, and networking functions.
  • Opportunity for growth and increased responsibility within the organization.
  • Employee spa and wellness benefits, where applicable.
  • Travailler en étroite collaboration avec les propriétaires afin de les soutenir dans la gestion quotidienne des deux établissements.
  • Organiser et maintenir les dossiers et documents physiques et électroniques.
  • Préparer, organiser, mettre à jour et conserver différents documents de l'entreprise, formulaires, ententes, politiques et dossiers.
  • Préparer des rapports, tableaux, présentations, correspondances et autres documents administratifs.
  • Coordonner les rencontres, rendez-vous, suivis et activités professionnelles des propriétaires.
  • Effectuer le suivi des tâches en cours afin de s'assurer que les échéanciers sont respectés.
  • Gérer les renseignements confidentiels avec professionnalisme et discrétion.
  • Participer à différents projets spéciaux et priorités opérationnelles selon les besoins des propriétaires.
  • Assister à la gestion et au maintien des dossiers des employés et de la documentation RH.
  • Préparer et organiser les contrats de travail, documents d'intégration, formulaires, politiques et autres documents liés aux employés.
  • Participer à l'accueil et à l'intégration des nouveaux employés et s'assurer que la documentation requise est complétée.
  • Tenir à jour les dossiers relatifs aux certifications, formations, renouvellements et autres exigences des employés.
  • Assister la direction dans la préparation et le suivi de documents liés aux employés.
  • Coordonner certaines réunions d'équipe, formations et communications internes.
  • Assurer la confidentialité de tous les renseignements relatifs aux employés et à l'entreprise.
  • Effectuer diverses tâches administratives liées à la préparation de la paie.
  • Recueillir, organiser et vérifier les informations nécessaires à la paie avant leur transmission.
  • Participer au suivi des heures travaillées, horaires, vacances et autres informations pertinentes à la paie.
  • Communiquer avec le fournisseur.

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