About us
We’re an established Canadian bath and body company founded and led by three sisters.
Seven people currently work from our Kelowna office, so we’re a genuinely close-knit, hands-on team. We work collaboratively, ideas move quickly, and every person has a meaningful impact on the business.
We’re looking for someone who enjoys being part of a smaller organization, where relationships matter, the work is varied, and people naturally help one another. This isn’t a corporate environment with layers of management. It’s a warm, creative business where strong organization and thoughtful follow-through can make an enormous difference.
About the role
We’re looking for a highly organized and proactive Project Coordinator & Executive Assistant to support two of our founders in the Kelowna office, with occasional support for our third founder, who works remotely.
This is a newly created role designed to bring greater structure, accountability, and follow-through to the business.
You’ll help turn ideas into organized plans, keep projects moving, manage day-to-day priorities, and make sure important tasks don’t disappear into busy schedules.
The right person won’t wait to be told every next step. They’ll be comfortable gathering information, following up with people, identifying what’s stalled, and bringing forward the decisions that need attention.
You’ll also need to be comfortable respectfully reminding the founders of their own commitments and deadlines. We genuinely want someone who can help keep us focused and on track.
Project coordination
A significant part of this role will involve helping move projects from idea to completion.
You’ll:
- Turn conversations and ideas into clear project plans
- Create timelines, milestones, next steps, and deadlines
- Identify who is responsible for each part of a project
- Attend key meetings and capture decisions and action items
- Follow up with team members, suppliers, and outside partners
- Track what has been completed and what is still outstanding
- Identify delays or missing information before projects stall
- Bring questions and decisions to the founders at the right time
- Provide clear, concise project updates
- Keep several projects moving without overwhelming the team with unnecessary reporting
Projects may include new product launches, packaging development, shipping systems, trade shows, website initiatives, marketing projects, and improvements to internal operations.
You won’t need to be the technical expert or complete every task yourself. Your responsibility will be making sure the right people are connected, the next steps are clear, and the project continues moving forward.
Executive support
You’ll help create structure around the founders’ workdays and priorities.
This may include:
- Managing business calendars and recurring meetings
- Helping plan weekly priorities and focused work blocks
- Holding brief daily check-ins
- Preparing meeting agendas when helpful
- Taking meeting notes and organizing follow-up
- Tracking tasks and commitments made by the founders
- Following up on work delegated to other team members
- Flagging emails or conversations that require action
- Preparing information before decisions or meetings
- Respectfully redirecting priorities when the day begins to drift off track
This is business support only.
Office administration
You’ll gradually take ownership of recurring office administration so it no longer depends on the founders remembering to assign it.
This may include:
- Opening and organizing mail
- Maintaining filing systems
- Organizing receipts and paperwork
- Keeping office supplies stocked
- Monitoring recurring office needs
- Helping keep records, documents, and shared information organized
- Handling confidential information with care and discretion
Supplier, quote, and travel coordination
You may also help gather and organize information for business decisions.
This may include:
- Requesting quotes from approved suppliers
- Following up on missing details
- Organizing pricing, minimum quantities, lead times, shipping costs, and sample information
- Presenting supplier options in a clear comparison
- Communicating with suppliers once you understand the project
- Researching and comparing hotel and flight options
- Organizing travel and trade-show logistics
- Preparing schedules, documents, and booking information
AI experience is essential
We’re looking for someone with meaningful, practical experience using AI to improve how work gets done.
AI should be part of your professional workflow, not something you’ve only used casually for conversation.
You should be comfortable using AI to:
- Turn meeting notes into action items and project plans
- Organize timelines and follow-up
- Research and summarize information
- Compare supplier quotes and options
- Draft emails, requests, and internal communications
- Create SOPs, checklists, and process documents
- Identify tasks and commitments within written information
- Improve recurring administrative workflows
- Explore simple automations
- Prepare clear briefing notes for decisions
- Reduce repetitive work without sacrificing accuracy or judgment
You’ll be expected to recommend useful tools and help us introduce simple systems that genuinely improve the way we work.
Building our systems
We don’t currently have an established project-management system, so part of this role will be helping create one.
You’ll be expected to:
- Assess what the team actually needs
- Recommend a simple and practical system
- Set it up without creating unnecessary complexity
- Maintain project information behind the scenes
- Bring the founders only the updates, decisions, and deadlines that require their attention
- Help document internal procedures as you learn them
- Create and maintain your own onboarding guide
- Turn what you learn into useful SOPs and repeatable processes
We want someone who leaves the role, and the company, more organized than they found it.
You may be a great fit if you
- Are exceptionally organized and naturally think ahead
- Enjoy bringing order to busy, creative environments
- Can manage several projects without losing track of details
- Are comfortable following up repeatedly and respectfully
- Can communicate clearly with founders, team members, suppliers, and partners
- Are confident enough to hold others accountable, including the people you report to
- Take initiative
- Know how to summarize information rather than passing along a pile of details
- Have strong written and verbal communication skills
- Are curious, resourceful, and willing to learn
- Have strong, current AI skills
- Enjoy working closely with a small team
- Want your work to have a visible and meaningful impact
Experience in project coordination, executive support, administration, operations, or a similar role would be helpful. We care just as much about judgment, initiative, organization, and follow-through.
Schedule and work environment
This is an on-site position based in our Kelowna office.
The regular schedule will be Monday through Thursday, approximately 26 to 30 hours per week. The initial start time will be 9:00 a.m. to allow for close collaboration during onboarding.
To apply
Please include:
- Your résumé
- A short introduction telling us why this type of role interests you
- An example of a project, process, or busy workload you helped organize
- A description of the AI tools you currently use and how you use them in your work
We’re looking for someone who is excited to become deeply familiar with the business, build trust with the team, and grow into the role over time.
Pay: $30.00-$37.00 per hour
Work Location: In person
