Executive Operations Coordinator Executive Operations Coordinator

Bushbalm; Ottawa; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

Bushbalm, une marque innovante de soins de la peau basée à Ottawa, recherche un coordinateur des opérations exécutives. Ce poste dynamique combine le soutien exécutif, la coordination RH et la gestion des opérations. Le candidat idéal doit être organisé, proactif, et à l'aise dans un environnement de travail à rythme rapide, avec des compétences en communication exceptionnelles et une passion pour l'innovation.

Benefits

Avantages de santé et de bien-être, y compris un compte de dépenses pour le mode de vie.

Accès gratuit aux produits primés.

Opportunités de développement professionnel.

Culture d'entreprise inclusive et dynamique avec événements d'équipe.

Qualifications

• 3+ ans d'expérience en soutien exécutif ou coordination RH.
• Compétences exceptionnelles en communication écrite et verbale.
• Capacité à gérer des informations confidentielles de manière discrète et professionnelle.

Responsibilities

• Gérer les calendriers exécutifs et planifier les réunions.
• Assurer la coordination du recrutement et des communications avec les candidats.
• Organiser des événements de l'équipe et gérer l'approvisionnement de bureau.

Skills

Communication

Organisation

Proactivité

Tools

G Suite

Slack

Asana

Notion

Google Slides

PowerPoint

Job description

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 6,500+ 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

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:

3+ 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., 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

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:

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

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.

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!

Bushbalm is on a mission to solve common skin concerns the beauty industry has long ignored.

Think ingrown hairs, dark spots, razor burn and more.

We're striving to be the #1 product line focused on bikini line skincare.

Why Join Us

Since 2016 we've grown our team with industry experts and skincare enthusiasts. Bushbalm is in such a unique place, as we're in the heart of beauty and crossed with e-commerce.

By joining you'll understand what goes into a fast growing direct-to-consumer beauty company.

FAQs

Ottawa, Canada

We do have staff who work remotely, but our HQ is in downtown Ottawa.