Entrepreneurial Executive Assistant and Project Coordinator
Company: Baby Boom Creations
Location: Oakville, Ontario
Reports directly to: Dr. Jenna Davis
Work arrangement: Hybrid with regular in person work required
Hours: Approximately 20 to 25 hours per week to begin, with the opportunity for hours and responsibilities to grow
Compensation: $22 to $30 per hour
The Opportunity
Baby Boom Creations is looking for an exceptionally organized, resourceful and capable person who knows how to make things happen.
This person will work directly with Dr. Jenna Davis and become a trusted right hand within her education, speaking, product and entrepreneurial work.
Dr. Davis is a chiropractor, international speaker, educator, innovator and entrepreneur. Through Baby Boom Creations, she develops professional courses and certification programs, digital education, healthcare and family focused products, professional collaborations and innovative projects. Baby Boom Creations also distributes products within Canada and supports a growing international professional community.
This is a hands on position for someone who enjoys variety, takes initiative and can move ideas from conversation to completion. It is not a corporate strategy or management role. The successful candidate must be comfortable coordinating larger projects while also completing the detailed administrative work required to keep everything moving.
One day, you may be organizing an upcoming professional course or international speaking engagement. The next, you may be communicating with a supplier, coordinating a product timeline, updating an online course, responding to attendees, researching travel or following up on an important business opportunity.
You do not need to know how to do everything on your first day. You do need to be curious, resourceful, comfortable with technology and willing to take ownership of finding solutions.
Executive and Administrative Support
- Help monitor and organize email communications, priorities and follow ups
- Manage calendars, meetings, appointments and deadlines
- Coordinate flights, accommodations, transportation and travel details
- Prepare itineraries, documents and background information
- Maintain organized task lists and ensure outstanding items are completed
- Anticipate upcoming needs and address details before they become urgent
- Help protect Dr. Davis’s time by recognizing priorities and reducing administrative bottlenecks
- Handle confidential and sensitive information with professionalism and discretion
Courses, Certifications and Events
- Coordinate in person and online professional courses and certification programs
- Manage course timelines, registrations, venues, catering, educational materials and technology requirements
- Communicate with attendees before and after programs
- Respond to registration, course access and customer service questions
- Ensure attendees receive course information, preparatory materials, links and resources
- Organize handouts, presentations, certificates and other educational materials
- Provide in person support for courses, certifications and events
- Help create a polished, welcoming and professional attendee experience
Speaking Engagements and Professional Relationships
- Coordinate speaking engagements, conferences, podcasts and collaborative opportunities
- Communicate with event organizers, hosts and professional partners
- Track presentation requirements, biographies, photographs, agreements and submission deadlines
- Organize flights, accommodations, transportation and complete travel itineraries
- Maintain professional relationships through timely communication and follow up
- Help evaluate and coordinate incoming opportunities
Product Development, Innovation and Distribution
- Support the development of new products from the initial idea through completion
- Coordinate product timelines, samples, packaging, pricing and launch requirements
- Communicate with suppliers, manufacturers, designers, collaborators and distribution partners
- Research materials, vendors, products and potential business opportunities
- Maintain organized records of product decisions, pricing, orders and outstanding requirements
- Assist with inventory planning, purchase orders, fulfilment and distribution details
- Support wholesale accounts, retailers and professional customers
- Help coordinate product launches, educational materials and promotional campaigns
- Keep product and innovation projects moving through consistent follow up
Technology, Marketing and Customer Communication
- Work within, or quickly learn, Kajabi and GoHighLevel
- Assist with online courses, landing pages, forms, offers, email campaigns and automations
- Maintain customer records, tags, registrations and customer relationship systems
- Troubleshoot basic course access and customer account issues
- Help coordinate newsletters, course promotions, product launches and social content
- Organize shared files, templates and digital assets
- Use modern technology and artificial intelligence tools thoughtfully to improve efficiency
- Ensure all customer and professional communications are warm, responsive and accurate
Project Coordination and Follow Through
- Turn conversations and ideas into clear action steps, timelines and deliverables
- Coordinate several projects without losing track of the details
- Communicate with team members, contractors, vendors and professional partners
- Track decisions, outstanding questions and next steps
- Follow through until projects are fully completed
- Create practical systems that reduce last minute problem solving
- Identify obstacles and help find solutions
- Ensure important ideas and requests do not get lost when priorities change
The Person We Are Looking For
You may be a strong fit if you are:
- Exceptionally organized and attentive to detail
- Proactive and comfortable taking initiative
- Reliable, resourceful and highly accountable
- Comfortable working in a fast paced entrepreneurial environment
- Able to adapt when priorities change quickly
- Receptive to clear and direct communication
- Calm and focused on solutions when demands increase
- Able to ask thoughtful questions without needing detailed instructions for every task
- Comfortable managing several priorities at the same time
- Confident with technology and able to learn new platforms quickly
- A strong written and verbal communicator
- Persistent with follow up without needing frequent reminders
- Able to recognize what is urgent, what is important and what can wait
- Comfortable working independently while collaborating closely with Dr. Davis
- Genuinely excited by education, innovation, products and business growth
Most importantly, you are someone who does not simply identify a problem. You take ownership of helping find and implement the solution.
Valuable Experience
Experience in any of the following areas would be an asset:
- Executive or entrepreneurial assistance
- Project coordination
- Kajabi, GoHighLevel or other customer relationship platforms
- Online course platforms and email automation
- Course, event or conference coordination
- Travel planning and itinerary management
- Product development, distribution or wholesale operations
- Inventory, ordering or fulfilment coordination
- Customer service and professional communication
- Healthcare, professional education or digital education
You do not need experience in every area. Your ability to learn quickly, stay organized, communicate professionally and follow through is equally important.
Position Details
- This position is with Baby Boom Creations and reports directly to Dr. Jenna Davis
- Regular in person availability in Oakville is required
- Some responsibilities may be completed remotely
- The position is expected to begin at approximately 20 to 25 hours per week
- There is an opportunity for hours and responsibilities to grow as the role and business evolve
- Evening and weekend availability will be required for courses, events and other business activities
- Travel may be required within Canada and internationally for courses, speaking engagements, events and other business needs
- The responsibilities and scope of the position will continue to evolve as Baby Boom Creations grows
Compensation
The hourly range for this position is $22 to $30 per hour.
The successful candidate’s starting rate will be based on relevant experience, demonstrated capabilities and the initial scope of the position. A compensation and responsibility review will be completed after the first three months.
We are open to someone with strong transferable skills and excellent potential who is ready to learn. We are also interested in candidates with established executive assistance, project coordination, technology, course or product experience who can begin taking ownership more quickly.
How to Apply
Please submit your résumé and answers to the following questions:
- Why does this particular position with Baby Boom Creations interest you?
- Tell us about a time you took ownership of a project without needing detailed instructions.
- Tell us about a time you supported a fast paced leader or worked in an environment where priorities changed quickly. How did you stay organized, respond to direct feedback and ensure the most important work was completed?
- Which technology, online course, customer relationship or project management platforms have you used?
- How do you organize multiple priorities and ensure important follow ups are completed?
- What is your general availability?
- Are you available to work regularly in person in Oakville?
- Are you available for evening and weekend courses and events?
- Are you able to travel within Canada and internationally when required?
Please include the words Making It Happen in your application so we know you have read the complete posting.
Only applicants who answer the requested questions will be considered.
Pay: $22.00-$30.00 per hour
Work Location: Hybrid remote in Oakville, ON
