Company Bio

Circle Wellness is redefining wellness experiences through immersive, high end spa environments that merge innovative design with holistic well being. Founded by Paul Hennessey, the company draws inspiration from open concept Korean spas, meditation practices, and the wellness traditions of Japan and Northern Europe. With a flagship location on Granville Island, Circle Wellness has built strong momentum through its private wellness circuits and is continuing to expand through new locations and hospitality partnerships across Canada and the United States. This role has been created to support the leadership team and help keep head office operations organized, efficient, and moving at pace.

Compensation

  • Base salary of $80,000 to $90,000.
  • 3 weeks of vacation.
  • Health and wellness program with a $600 annual allowance for wellness related expenses.
  • Complimentary circuit sessions.
  • 25% employee discount on retail items and circuit sessions.

Responsibilities

  • Support the CEO and Founder with calendar management, scheduling, meeting coordination, and day to day correspondence so priorities are managed effectively.
  • Prepare and organize presentations, reports, briefing materials, and internal documents to a high standard of accuracy and professionalism.
  • Track meeting action items, follow ups, and project milestones so leadership stays informed and initiatives continue moving forward.
  • Serve as a polished and professional point of contact for internal teams, external partners, and key stakeholders on behalf of leadership.
  • Coordinate travel arrangements, itineraries, and expense tracking with strong attention to detail and efficiency.
  • Oversee office administration including supplies, filing systems, digital content libraries, and internal databases to keep operations organized and running smoothly.
  • Support expense tracking, purchase orders, and administrative budgeting tasks with accuracy and timely follow through.
  • Assist with vendor, supplier, and trade account management, including service requests and facility related administrative needs.
  • Support employee onboarding, personnel administration, and internal team initiatives including events, gifting, and appreciation programs.
  • Manage retail purchase orders across all locations and assist with monthly inventory reconciliation.
  • Support operational coordination across multiple locations as needed, acting as a reliable and resourceful partner to leadership.
  • Foster a positive, organized, and professional office culture that reflects the values and standards of Circle Wellness.

Qualifications

  • 2 to 3 years of experience in an administrative, executive support, or office coordination role is an asset.
  • Experience in hospitality, retail, fitness, wellness, or tourism is an asset.
  • Strong organizational skills with exceptional attention to detail, follow through, and the ability to manage competing priorities.
  • Excellent written and verbal communication skills, with a professional and polished presence in all interactions.
  • Comfort working across digital tools including Google Workspace, Microsoft Office, and scheduling platforms.
  • Experience in customer facing or service oriented environments with a high standard of professionalism and discretion.
  • Proactive, adaptable, and calm under pressure, with a strong sense of accountability and reliability.
  • Experience with project management software such as Asana is an asset.
  • Available to work full time on site.
  • Passion for wellness and a genuine commitment to fostering a healthy, inclusive, and welcoming environment.

If you think you would be a good match, we would love to meet you. Please fill out our application form.