Executive Admin assistant

Job Summary:
The Administrative/Operations Director is responsible for overseeing the daily
administrative and operational functions of the company. This role requires a strong
leader who can manage a variety of tasks, coordinate with different departments,
and ensure that business processes are running smoothly. The ideal candidate is
organized, detail-oriented, and capable of managing multiple priorities
simultaneously while maintaining effective communication with tea ---------- mbers,
clients, and stakeholders.
Key Responsibilities:
1. Daily Planning and Administration:
? Review and respond to emails, calls, and messages to address urgent matters.
? Organize and prioritize the daily agenda, categorizing tasks into operational,
marketing, financial, HR, and sales objectives.
? Ensure alignment of daily activities with the company’s strategic goals.
2. Team Coordination and Scheduling:
? Coordinate the daily schedule and disseminate memos to tea ---------- mbers
regarding job walks, design consultations, proposal reviews, client meetings,
and one-on-ones.
? Liaise with the Project Manager to understand daily requirements, project
statuses, and resource needs.
? Attend regular meetings with bookkeeping, accounting, business advisors,
and insurance brokers to manage financial and compliance matters.
3. Project and Order Management:
? Update project management boards and pipeline data to keep information
current and accurate.
? Execute follow-up tasks based on project and deal stages to ensure smooth
progress.4. Proposal Development and Bidding:
? Oversee the development of proposals, including takeoffs and measurements
for new projects.
? Collaborate with the team to research pricing, materials, and alternative
options for clients.
? Ensure proposals are detailed, visually appealing, and align with client
expectations and budget.
5. Financial and Transaction Audits:
? Conduct regular audits of financial transactions to verify accuracy and resolve
discrepancies.
? Ensure all financial records are maintained and comply with company policies.
6. Client Relationship Management:
? Schedule and conduct client touchbase calls to address needs and refine
proposals.
? Prioritize existing clients while also engaging with potential clients to build
relationships and encourage project sign-offs.
7. Staff Training and Development:
? Train staff on best practices, company procedures, and professional
development.
? Review marketing insights and adjust strategies based on performance data.
? Oversee content creation for social media and other marketing channels.
8. General Administration:
? Manage office inventory, process receipts, and handle reimbursements.
? Monitor employee attendance and update records for evaluations.
? Review job site photos, respond to homeowner queries, and document project
updates.
? Ensure that all communications are accurately logged in the CRM system.
9. End-of-Day Review:
? Review the day's tasks and ensure that all objectives have been met.
? Follow up on outstanding tasks and prepare necessary plans and materials for
the next day.
? Coordinate with the social media team to ensure timely delivery of content
and assets.Qualifications:
? Proven experience in operations or administrative management, preferably in
the landscape design, construction, or similar industry.
? Strong organizational and time-management skills.
? Excellent communication skills, both written and verbal.
? Ability to multitask and prioritize tasks effectively.
? Proficiency in Microsoft Office Suite, CRM software, and project management
tools.
? A proactive attitude with a commitment to delivering high-quality results.
What We Offer:
? Competitive salary based on experience.
? Opportunities for professional development and growth within the company.
? A collaborative and supportive work environment.
PHYSICAL DEMANDS
? While performing the duties of this job, the employee is regularly required to
use a computer for extended periods of time and be able to communicate
using a computer and phone/smart device.
? The employee frequently is required to sit and reach and must be able to
move around the work environment.
? The employee may occasionally lift and/or move up to 30 pounds.
? Specific vision abilities required by this position include close vision, distance
vision, and the ability to adjust.
Education and Experience:
? Required: Associate’s Degree in Business Administration, Management,
Operations, or a related field.
? Preferred: Bachelor’s Degree in Business Administration, Management,
Operations, or a related field.
? Proven experience in operations or administrative management, preferably in
the landscape design, construction, or similar industry.
? Strong organizational and time-management skills.
? Excellent communication skills, both written and verbal.
? Proficiency in Microsoft Office Suite, CRM software, and project management
---------- MITMENT TO DIVERSITY
As an equal opportunity employer committed to meeting the needs of a
multigenerational and multicultural workforce, Marseille corps,recognizes that
a diverse staff, reflective of our community, is an integral and welcome part of a
successful and ethical business. We hire local talent at all levels regardless of race,
color, religion, age, national origin, gender, gender identity, sexual orientation, or
disability and actively foster inclusion in all forms both within our company and
across interactions with clients, candidates, and partners.
If this position caught your eye, send us your resume! For best consideration, include
the job title and source where you found this position in the subject line of your

email to ----------