Executive Assistant & Client Experience Coordinator

About Miami Fades

Miami Fades is one of Toronto's leading premium barbershop companies, built on exceptional customer service, professionalism, and luxury grooming experiences. Our mission is to deliver a five-star experience from the ---------- nt a customer contacts us until they leave our shops.

We're looking for an experienced Executive Assistant who thrives in a fast-paced environment, genuinely enjoys serving people, and can become the CEO's right hand while helping maintain our high standards of customer experience.

This is a long-term opportunity for someone who takes ownership, communicates exceptionally well, and enjoys bringing structure and organization to a growing business.

Your Mission

Your primary responsibility is to ensure that both the CEO and our customers experience a seamless, organized, and professional operation every day.

You will be the communication hub between the CEO, management team, staff, customers, and business partners while helping eliminate confusion, improve efficiency, and protect the Miami Fades brand.

Responsibilities
- Executive Support
- Manage the CEO's calendar, appointments, meetings, and daily schedule.
- Organize and prioritize emails and draft professional responses.
- Follow up on outstanding tasks, projects, and business matters.
- Coordinate meetings and prepare agendas.
- Assist with travel arrangements and scheduling.
- Keep projects organized and ensure deadlines are met.

Customer Experience
- Answer incoming phone calls professionally.
- Respond to customer inquiries through email, SMS, social media, and online platforms.
- Book, modify, and manage appointments.
- Resolve customer concerns with empathy and professionalism.
- Monitor online reviews and ensure every client receives exceptional service.
- Maintain the luxury hospitality standards that define the Miami Fades experience.

Operations Support
- Communicate daily with managers and staff across multiple locations.
- Ensure important information is communicated accurately and promptly.
- Help organize schedules and daily operations.
- Maintain organized documents, SOPs, and business records.
- Prepare reports and weekly executive summaries.
- Research vendors, products, software, and business solutions when required.

We're Looking For Someone Who
- Has 3+ years of Executive Assistant experience.
- Has strong customer service experience in hospitality, luxury retail, healthcare, concierge services, or another premium service environment.
- Speaks and writes fluent English with excellent grammar.
Is highly organized and detail-oriented.
- Can manage multiple priorities without becoming overwhelmed.
- Thinks proactively and solves problems independently.
- Communicates professionally with executives, staff, and customers.
- Protects confidential business information.
- Learns new software quickly.

Software Experience

Experience with any of the following is an advantage:

- Google Workspace
- Microsoft Office
- Slack
- Calendar management
- CRM or booking software
- Project management tools (ClickUp, Asana, Notion, Trello)
- AI tools such as ChatGPT

Our Standards

At Miami Fades, we don't simply answer phones or schedule appointments; we create memorable experiences.

Every interaction should feel polished, welcoming, and effortless. We believe in anticipating needs, communicating clearly, following through on commitments, and making every customer feel genuinely valued.

We're looking for someone who naturally delivers the level of professionalism and hospitality expected from a luxury, five-star brand.

Success in This Role

After 90 days, success looks like:

- The CEO's schedule is consistently organized and optimized.
- Customers receive prompt, professional, and thoughtful communication.
- Staff have clear direction and timely follow-ups.
- Outstanding tasks are tracked and completed.
- Business operations run smoothly with minimal oversight.
- The CEO spends more time growing the business and less time managing day-to-day administrative details.

If you're someone who enjoys creating order, delivering exceptional customer service, and supporting the growth of a premium brand, we'd love to hear from you.