Executive Assistant

Company Description

Gradient is a world-renowned hair education company that supports barbers and stylists in mastering precision haircutting, attracting high-value clients, and advancing their careers. Through in-person courses across Canada and the USA, as well as an e-book and cutting essentials, Gradient offers a proven system trusted by over 1,000 students from more than 50 countries. The company collaborates with top global brands and focuses on practical, high-impact education. Gradient is not just a training provider but a movement shaping the future of barbering and hair architecture, offering a dynamic environment for team members who want to contribute to the industry’s evolution.

Role Description

The Executive Assistant is a part time - full time, on-site role based in Montreal, QC, providing comprehensive administrative and executive support to senior leadership. This position manages calendars, schedules meetings, coordinates travel, and prepares expense reports and other documentation. The role includes organizing internal and external communications, handling email and phone correspondence, and ensuring timely follow-up on key priorities. The Executive Assistant will help prepare presentations, maintain records, support event and course logistics, and assist with office operations to keep day-to-day activities running smoothly. This role requires a proactive, detail-oriented professional who can anticipate needs, safeguard confidentiality, and enhance executive productivity in a fast-paced education and creative environment.

example.

• [ Confirm class dates, location, educators and student count
• [ ] Complete class checklist and daily schedule
• [ ] Book educator flights and confirm accommodations
• [ ] Confirm student payments, balances and payment plans
• [ ] Send student welcome email, schedule and equipment checklist
• [ ] Count mannequins, clippers, dryers, tools and student kits
• [ ] Confirm food, water, supplies and any instructor payments
• [ ] Clean and reorganize studio, storage and back room
• [ ] Check classroom setup, workstations and equipment
• [ ] Confirm photography, video coverage and instructor arrival times

November operations

• [ ] Put all November classes, events and deadlines on one calendar
• [ ] Confirm travel arrangements and outstanding bookings
• [ ] Review invoices, contractor payments and upcoming expenses
• [ ] Organize Google Drive folders and shared file permissions
• [ ] Build a weekly task tracker with owners and due dates
• [ ] Schedule team check-ins and collect status updates

Marketing and content

• [ ] Collect all outstanding graphic design deliverables
• [ ] Onboard the new social media manager and assign responsibilities
• [ ] Finalize newsletter topics, assets, approvals and send dates
• [ ] Confirm YouTube editing, thumbnails, titles and upload dates
• [ ] Check ad creatives, campaigns, budgets and performance with marketing lead
• [ ] Create one content calendar across Instagram, TikTok and YouTube

Sales and 2027 growth

• [ ] Review leads, booked consultations, show rates and closed enrollments
• [ ] Identify overdue sales follow-ups and outstanding student balances
• [ ] Assign ownership of sales reporting and lead response times
• [ ] Create 2027 course and launch calendar
• [ ] Define online education launch milestones and responsible team members
• [ ] Schedule a weekly CEO planning block for revenue and growth

Qualifications

• Strong Executive Administrative Assistance and Executive Support skills, with experience managing calendars, travel, and executive priorities.
• Proficiency in Administrative Assistance tasks, including document preparation, record keeping, scheduling, and office coordination.
• Ability to accurately prepare and reconcile Expense Reports and support basic budgeting or financial tracking.
• Excellent Communication skills, both written and verbal, with the ability to interact professionally with internal teams, partners, and clients.
• High level of organization, attention to detail, and time management, with the ability to handle multiple tasks and deadlines.
• Comfort with productivity tools (e.g., Google Workspace or Microsoft Office), online calendars, and collaboration platforms.
• Discretion and integrity in handling sensitive information and executive-level matters.
• Previous experience in an executive assistant or administrative role; experience in education, creative industries, or beauty/barbering is an asset.
• Ability to work on-site in Montreal, QC, with reliable availability for full-time hours.
• Post-secondary education in business administration or a related field is an advantage but not mandatory.