Executive Assistant & Office Coordinator

Bushbalm is The Bikini Line Skincare Experts, on a mission to be the go-to solution for ingrown hairs, dark spots, and razor bumps—everywhere on the body. We create effective, results-driven products that help people feel confident in their skin, from the bikini line to underarms and beyond.

Born in Ottawa, we’ve grown from a bold idea to one of the city’s most exciting startups—securing a deal on Dragons’ Den and ranking among Ottawa’s fastest-growing companies. With a powerhouse eCommerce presence, a rapidly expanding retail footprint, and a strong network of waxing professionals, we’re disrupting the skincare industry in a big way. At Bushbalm, you’ll join a fast-moving, passionate team where innovation, collaboration, and career growth go hand in hand. If you're ready to make an impact, we’d love to meet you!

Why Join Bushbalm?

• Be part of a rapidly growing and innovative skincare brand making waves in the beauty industry.

• Work in a collaborative and fun environment that values creativity and fresh ideas.

• Gain strong opportunities for career growth and professional development.

• Help expand a brand that is available in Ulta Beauty locations nationwide and 10,000+ waxing salons.

About the Role

This role is a dynamic hybrid of executive support, HR coordination, and business operations. The ideal candidate is highly organized, tech-savvy, and thrives in a fast-paced environment. They will serve as a key support to the CEO and COO and be deeply embedded across team processes.

Responsibilities:

• Attend and document senior leadership meetings

• Manage executive calendars and schedule internal/external meetings

• Coordinate company-wide travel bookings

• Send kickoff and reminder emails for performance reviews

• Support onboarding and offboarding, including hardware procurement

• Assist with recruiting coordination and candidate communications

• Build presentation decks for internal and external use

• Manage ad hoc projects and cross-functional initiatives

• Help organize team events and retreats

• Oversee general office management, including supplies, vendors, and office upkeep

• Coordinate logistics for in-office meetings and events

• Support other administrative tasks as needed

Who You Are:

• 1+ years experience in executive support, office management, or HR coordination

• Excellent written and verbal communication skills

• Highly organized and proactive with exceptional attention to detail

• Comfortable with G Suite, Slack, and project management tools (e.g., Monday, Asana, Notion)

• Experience with slide deck creation (Google Slides, PowerPoint, etc.)

• Discreet, trustworthy, and professional when handling confidential information

• Passion for a fast-paced startup environment

Perks & Benefits:

• Competitive salary and comprehensive benefits package.

• Flexible work environment.

• Health and wellness benefits, including a lifestyle spending account.

• Professional development opportunities to support career growth.

• Free access to our award-winning products.

• Inclusive and dynamic company culture with team-building events.

Application Project:

Candidate Project Assignment: "Team Onboarding & Leadership Brief" 
Timeline: Submit within 72 hours of receipt
Estimated time to complete: 2–3 hours

Scenario: You’ve just joined Bushbalm as the new Executive Operations Coordinator. The CEO and COO have asked for help preparing for the arrival of two new hires and need a presentation for next week’s leadership sync.

Your Tasks:

1. Presentation Creation (Google Slides or PDF):

   • Build a 5–6 slide internal deck to be presented at a leadership meeting.

   • Topic: “Onboarding Experience Refresh: Enhancing Week One for New Hires”

   • Include:

     • A slide on current onboarding pain points (make assumptions based on best practices)

     • Suggested improvements (e.g., tech setup, welcome flow, intro meetings, buddy system)

     • A mock “first week agenda” for a new hire

     • A slide with proposed action items for the leadership team

2. Written Communication Task:

   • Draft one kickoff email to a new employee with their onboarding details.

   • Draft one Slack message to remind managers about completing their portion of the performance review cycle.

3. Task Prioritization:

   • Provide a 1-paragraph response outlining how you would prioritize the following in your first 48 hours:

     • Coordinating flights for a team offsite

     • Preparing notes and materials for a leadership meeting

     • Ordering hardware for a new hire

     • Managing a last-minute candidate interview reschedule

Join us in redefining body care and making an impact in the beauty industry!