Executive Assistant

Virtual Executive Assistant — Salon, Product & Education Support
Position: Virtual Executive Assistant (Contractor not employee)
Compensation: Flat rate of $550–$600 CAD/month(Based on experience)
Hours: 20–25 hours per week
Schedule: Flexible (to align partially with Toronto business hours)
Reports to: CEO & Founder

PLEASE NOTE:
All rates are in Canadian Dollars (CAD).
This is a deliverable-based contractor role — performance will be measured by completion of agreed daily, weekly and monthly deliverables.
We value fairness and integrity. This role is ideal for someone looking for stability, mentorship, and an opportunity to grow with a Canadian business that respects work-life balance and clear communication.

About Tresses, Locs & Coils
Tresses, Locs & Coils is a premier natural hair care company and salon specializing in locs — from starting and maintaining them to delivering top-tier client experiences.
Headquartered in Toronto, we’re recognized for excellence, education, and empowerment. Our mission is to elevate the loc and natural hair industry through world-class service, professional education, and premium products.
With a dynamic team, we’re growing and expanding our leadership support to ensure the CEO can focus on strategic growth while operations run efficiently.

Role Overview
We’re hiring a highly organized, proactive, and resourceful Virtual Executive Assistant (EA) to serve as the CEO’s RIGHT HAND.
This role combines executive support, project coordination, and operational management across our salon, e-commerce product line, and education programs. You’ll manage communication, calendars, and workflows — anticipating needs and creating systems that allow the CEO to focus on growth.
This is not just an admin role — it’s a strategic partnership for someone who thrives in a fast-paced, creative, and evolving environment.

Key Outcomes (What Success Looks Like)
CEO’s time spent on admin reduced by 50%+ within 90 days.
95%+ on-time completion rate for projects and deliverables.
Priority communications responded to within 24 hours.
Files, SOPs, and dashboards kept organized and up to date.
Weekly CEO briefings delivered every Monday by 10:00 a.m. ET.


Core Responsibilities

1. Executive Support & Communication
Manage CEO’s inbox with prioritization systems.
Draft, edit, and proofread professional emails, proposals, and reports.
Act as the first point of contact for internal and external communications.
Prepare daily briefings highlighting top priorities and pending actions.

2. Calendar & Scheduling
Maintain and optimize the CEO’s business and personal calendars.
Coordinate meetings, consultations, collaborations, and interviews.
Prepare meeting agendas and handle reschedules or conflicts proactively.


3. Project & Launch Management
Track active projects and launches using Trello, Notion or Google Sheets.
Support product restocks, sales campaigns, and educational event timelines.
Create and maintain launch checklists and ensure tasks are completed on time.
Coordinate deliverables with the CEO’s social media and marketing teams.


4. Operations & Administrative Support
Manage Google Drive organization for SOPs, training materials, and client files.
Track expenses and upload receipts into QuickBooks.
Support payroll, commission tracking, and vendor payments.
Manage recurring reports from Phorest, QuickBooks, and CRM platforms.
Handle salon inventory tracking and vendor coordination.


5. Communication & Customer Service
Monitor emails, DMs, and inquiries, ensuring timely, professional responses.
Communicate with clients, vendors, and educators to ensure smooth operations.
Assist with customer support for the salon and product line.


6. Social Media & Content Coordination
Liaise with the CEO to ensure timely posting.
Maintain a content calendar aligned with current campaigns, sales, and launches.
Organize media assets for easy access across all platforms.


7. Meeting Preparation & Follow-Up
Prepare agendas, notes, and follow-up action items for meetings.
Track and ensure follow-ups are completed on schedule.
Maintain a running record of key decisions and next steps.


8. Research & Vendor Coordination
Research suppliers, event venues, and industry tools.
Compare pricing, timelines, and service options to support decision-making.
Build and maintain vendor relationship trackers.

Qualifications

Experience
2+ years as an Executive Assistant or Operations Coordinator (beauty, retail, or education experience an asset).


Skills
Excellent written and verbal communication.
Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar).
Familiarity with QuickBooks, Canva, and project management tools (Trello, Notion, Hubspot).
Comfort with social platforms (Instagram, Facebook, TikTok, YouTube) for coordination.
Strong attention to detail and time management.


Mindset & Soft Skills
Proactive and self-directed; anticipates needs before being asked.
Calm under pressure and solution-oriented.
Professional, positive, and highly organized.
Discreet and trustworthy with confidential information.


Benefits:
Flexible remote schedule
Paid training and development opportunities
Long-term stability and growth opportunities


How to Apply
Please submit the following to ---------- with the subject line:
“Virtual EA – Beauty & Education”
Include:

Resume
A 2-minute video introducing yourself and explaining why you’re a great fit
A short example of how you helped an entrepreneur or small business become more efficient

If you thrive on bringing order to chaos, love supporting creative leaders, and want to grow with a brand redefining excellence in the natural hair industry — we’d love to hear from you.