Executive Personal Assistant

Job Summary

We are seeking a dynamic and highly organized Executive Personal Assistant to provide support to our founder and design principal. This role is vital in ensuring seamless daily operations, managing complex schedules, coordinating projects, and handling confidential information with professionalism and discretion. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving abilities, and a positive attitude that energizes the team. This paid position offers an exciting opportunity to be an integral part of an innovative landscape architecture/interior design team committed to excellence and growth.

Duties

• Manage and coordinate calendars, including scheduling meetings, appointments, and business travel arrangements with precision and attention to detail.
• Prepare, proofread, and transcribe correspondence, reports, presentations, and other documents ensuring accuracy and professionalism.
• Organize and plan events, meetings, and conferences from inception to completion, including venue selection, logistics coordination, and vendor management.
• Handle internal communication efficiently across departments using collaboration tools such as Microsoft Office, Google Workspace, and video conferencing software.
• Maintain confidentiality when handling sensitive information related to business operations or personal matters of executives.
• Oversee office management tasks such as filing systems, data entry, bookkeeping using QuickBooks, and managing multi-line phone systems with excellent phone etiquette.
• Assist with project coordination by tracking deadlines, preparing agendas, taking minutes during meetings, and following up on action items.
• Support business development activities by managing customer service inquiries and facilitating communication with clients or partners.

Experience

• Proven experience as an executive assistant or personal assistant supporting executive in a fast-paced environment.
• Demonstrated expertise in office management tasks including calendar management, data entry, filing systems, and administrative support.
• Strong proficiency in productivity software such as Microsoft Office (Word, Excel PowerPoint), Google Workspace (Docs, Sheets), Microsoft Outlook Calendar, and video conferencing tools like Zoom or Teams.
• Experience with bookkeeping software like QuickBooks as well as familiarity with business travel arrangements and maybe even event planning.
• Excellent organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
• Exceptional written and verbal communication skills paired with professional phone etiquette.
• Ability to handle confidential information discreetly while maintaining a high level of professionalism at all times.
• Technical proficiency in using multi-line phone systems, Docusign for document signing workflows, and general computer literacy essential for daily operations.

Join us if you are ready to energize your career by supporting top-level design/architecture leadership with enthusiasm! We value proactive individuals who excel at organizing complex schedules, coordinating impactful events, and fostering seamless internal communication—all while maintaining the highest standards of confidentiality and professionalism. This is your chance to be a pivotal part of a forward-thinking design organization that appreciates dedication and excellence in every task!

Pay: $20.00 - $30.00 per hour

Expected hours: 24.0 per week

Work Location: In person