Receptionist/Administrative Assistant

RECEPTIONIST/ADMINISTRATIVE ASSISTANT

ABOUT THE POSITION
Fabutan & Hush Lash Studio headquarters is hiring a Receptionist/Administrative Assistant to play a key role in supporting our Executive, Operations, and Marketing teams. This role combines reception, administrative coordination, and light marketing tasks, offering an exciting opportunity for someone who is organized, proactive, and ready to wear many hats.

WHY JOIN US?
We are a supportive and close-knit team that values initiative, collaboration, and a positive attitude. You’ll enjoy a dynamic environment where no two days are the same. Organization, attention to detail, and creative thinking are key to thriving in this role.

KEY RESPONSIBILITIES
Reception & Administrative Support

• Manage all inquiries by phone, email, and in-person as the first point of contact for the office.
• Prepare meeting spaces for interviews, webinars, and training.
• Data entry, prepare and share documents using SharePoint for the Franchising, Operations, and Marketing departments.
• Manage sensitive and confidential information with discretion.
• Monitor our shared ticket system, responding to client concerns, donation requests, and franchisee requests.
• Manage calendars, book meeting rooms, organize accommodations and travel for team members.
• Take and distribute meeting minutes, summarizing action items and sending follow-ups same-day.
• Maintain organization of office supplies and shipping materials. Order supplies as needed.
• Arrange outgoing mail and couriers and sort incoming deliveries.
• Maintain internal contact lists, update security codes, and liaise with IT when needed.
• General office upkeep: coffee station, tidiness, recycling, stocking supplies.
• Coordinate in-office events, including ordering catering and setup.
• Provide occasional support to the accounting team (e.g., submitting monthly printing reports, managing paid subscriptions, gathering invoices and receipts).

Marketing & Communications Support

• Draft, proofread, and distribute internal communications including memos, surveys, newsletters, and promotional updates.
• Coordinate national marketing campaigns, upload promotional materials to our internal platform and manage monthly marketing shipments.
• Limited creation and management of Mailchimp campaigns.
• Submit design requests and provide feedback to external marketing firm. Provide design support as needed.
• Support social media efforts by scheduling posts and reviewing national content calendars (Facebook, Instagram, TikTok).
• Assist the Marketing Director with ad-hoc administrative and creative tasks.

QUALIFICATIONS

• Proven experience in an administrative, marketing, or office coordinator role preferred.
• Excellent organizational and time management skills.
• Proven ability to work independently, manage multiple tasks with attention to detail and prioritize to meet deadlines.
• Confident communicator with strong interpersonal skills.
• Intermediate to advanced proficiency in Microsoft applications including Word, Excel, Outlook, and SharePoint.
• Familiarity with Canva, Zoom, Mailchimp, SurveyMonkey, and Purolator (or willingness to learn).
• Ability to stay focused when completing repetitive tasks.

If you are excited to join the Fab team in a fast-paced environment, please reply to this ad with your resume and a brief cover letter outlining why you're a great fit for this position

We appreciate and thank all applicants for their interest in Fabutan/Hush Lash Studio, however only candidates selected for an interview will be contacted.

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking

Ability to commute/relocate:

• Calgary, AB T2H 1K3: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative: 1 year (required)

Work Location: In person