Are you exceptionally organized, proactive and someone who naturally makes things happen?

Beauty Bar Muskoka is looking for an ambitious, highly organized and solutions-oriented Executive Assistant to work directly with our Founder and Medical Director.

We are an established and growing medical aesthetics and wellness business. As we continue to expand, we are looking for someone who can become the Founder's right hand, taking ownership of the administrative details, coordinating priorities and ensuring that nothing falls through the cracks. This is not a traditional administrative assistant position. We are looking for someone who thinks ahead, takes initiative and thrives in a role where they are trusted to get things done.

Your primary responsibility will be to create more capacity for the Founder by managing the details that consume her time, allowing her to focus on patient care, speaking engagements, business development and strategic growth.

THE ROLE: WHAT YOU WILL OWN

1. Executive Support & Communication

- Manage, organize and prioritize the Founder's email inbox.
- Draft professional emails and responses.
- Identify urgent matters and determine what requires the Founder's attention.
- Follow up on unanswered emails, requests and outstanding commitments.
- Coordinate communication between the Founder, staff, vendors, consultants and business partners.
- Ensure important conversations and commitments are followed through.

2. Calendar & Time Management

- Manage the Founder's professional and personal calendar.
- Coordinate meetings, appointments and scheduling.
- Organize travel arrangements, accommodations and itineraries.
- Prepare meeting agendas and ensure necessary information is available.
- Protect time for strategic priorities and important commitments.

3. Project & Business Coordination

- Maintain a centralized system for tracking tasks, projects and deadlines.
- Follow up with team members and external partners on outstanding deliverables.
- Coordinate special projects and business initiatives.
- Organize meetings and document action items.
- Liaise with our bookkeeper, accountant, consultants and other professional partners.
- Help turn ideas into organized,



actionable plans.

4. Marketing, Events & Partnerships

- Assist with planning and coordinating clinic events.
- Coordinate vendors, timelines, partnerships and event logistics.
- Assist with promotional campaigns and marketing initiatives.
- Coordinate with our content creator and external marketing partners.
- Ensure projects are completed on time and details are not overlooked.

5. Personal & Lifestyle Assistance

- Coordinate personal appointments and scheduling.
- Assist with personal travel arrangements and reservations.
- Research purchases, services and other requests.
- Help organize personal and professional commitments.
- Provide general administrative support to make the Founder's day-to-day life more organized.

WHAT SUCCESS LOOKS LIKE We don't measure success by how busy you look. We measure success by what you take off our plate.

Within your first 90 days, success will look like:

- The Founder's inbox is organized, prioritized and actively managed.
- The calendar is structured and important commitments are protected.
- Outstanding tasks and projects are tracked with consistent follow-through.
- Meetings are organized and action items are completed.
- Routine administrative matters are handled independently.
- The Founder experiences fewer interruptions and spends significantly less time on administrative tasks.
- You are anticipating needs and identifying solutions without waiting to be asked.

Ultimately, we want someone who makes the business owner's life easier, more organized and more productive.

WHO YOU ARE

You are someone who

- Is naturally organized and detail-oriented.
- Takes initiative and ownership without needing constant direction.
- Is proactive rather than reactive.
- Can confidently manage multiple priorities.




- Has excellent written and verbal communication skills.
- Is resourceful and solution-oriented.
- Is comfortable working independently and making appropriate decisions.
- Can maintain professionalism and confidentiality.
- Is technologically confident and quick to learn new systems.
- Takes pride in being reliable, efficient and exceptionally thorough.
- Enjoys working in a fast-paced, entrepreneurial environment.You don't wait for someone to tell you what needs to be done. You notice what needs attention and take action.

EXPERIENCE & QUALIFICATIONS

- Minimum 2 years of experience in executive assistance, administration, project coordination or a similar role preferred.
- Solid organizational and time-management skills.
- Excellent written and verbal communication.
- Proficiency with Google Workspace, Microsoft Office and digital scheduling tools.
- Experience with project management software is an asset.
- Experience supporting a business owner, executive or leadership team is an asset.
- Ability to handle confidential business and personal information with discretion.

We are more interested in your ability to think, organize, problem-solve and take ownership than the title of your previous position.

WHAT WE OFFER

- Competitive hourly compensation of $30–$35, based on experience.
- Part-time hours of approximately 20–25 per week with the potential to move to full-time hours
- Direct working relationship with the Founder and Medical Director.
- A professional, collaborative and growing business environment.
- Meaningful responsibility and the opportunity to make a real impact.
- The opportunity to grow with the business

FUTURE GROWTH OPPORTUNITY This role has the potential to evolve into a broader leadership position, including Director of Operations, as the business grows.

For the right person, this is an opportunity to develop beyond traditional executive assistance and become an integral part of the leadership and future direction of Beauty Bar Muskoka

Pay: From $30.00 per hour

Expected hours: 24.0 per week

Benefits

- Company events
- On-site parking
- Store discount

Work Location: In person

📌 Executive Assistant to CEO (Huntsville)
🏢 Beauty Bar Muskoka
📍 Huntsville