POSITION OVERVIEW

KEY RESPONSIBILITIES

Executive & Administrative Support

• 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.

HR & Employee Documentation

• 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.

Payroll & Administrative Support

• 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.

Business Development & Partnerships

• 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.

Events, Trade Shows & Promotion

• 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.

Spa & Med Spa Operations Support

• 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.

QUALIFICATIONS & EXPERIENCE

• 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.

THE IDEAL CANDIDATE

• 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

WHAT WE OFFER

• 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.

HOW TO APPLY

ADJOINTE EXÉCUTIVE – OPÉRATIONS SPA & MÉDISPA

DESCRIPTION DU POSTE

PRINCIPALES RESPONSABILITÉS

Soutien exécutif et administratif

• 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.

Ressources humaines et documentation des employés

• 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.

Soutien administratif lié à la paie

• 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