Administrative Assistant

Job Description

Buckson Landscape Architecture (BLA) is a firm that offers great opportunities for growth and advancement. Founder, Amanda Buckson, has 20+ years of professional experience in the landscape industry. After working for large corporations, the majority of her career, she started her own firm in January of 2022. BLA is in a growth phase and working to build a staff of talented professionals to team in development of the vast variety of projects the firm has been contracted to design. If you’d like to be a part of a team with a lot of room for growth and advancement, we’d love to speak to you.

Job Summary

We are seeking a highly organized, detail-oriented and professional Executive Administrative Assistant to support our team and ensure efficient office operations. This multifaceted role includes calendar management, communication support, office coordination, marketing material preparation, and light bookkeeping. The ideal candidate is proactive, reliable, tech-savvy, and able to handle a variety of administrative and clerical tasks in a fast-paced environment.

Responsibilities

· Answer and direct phone calls and emails professionally.

· Organize and schedule appointments and meetings.

· Plan meetings and take detailed minutes.

· Write and distribute emails, correspondence memos, letters, and forms.

· Assist in the preparation of regularly scheduled reports and executive briefings.

· Prepare marketing collateral including PowerPoint presentations, booklets, brochures, flyers, email content, website updates and basic social media drafts.

· Perform light bookkeeping tasks such as expense reconciliation, invoice and statement tracking/ delivery, and data entry into accounting software.

· Develop and maintain an organized filing system (physical and digital).

· Update and maintain office policies, procedures, and contact lists.

· Order and stock office supplies; research vendors and evaluate pricing.

· Book travel arrangements and process related reimbursements.

· Submit and reconcile expense reports accurately and promptly.

· Provide general support to visitors and serve as the point of contact for internal and external clients.

· Liaise with staff to handle requests and queries from senior managers/ designers.

· Run office-related errands such as mail drops, pick-ups, or purchasing supplies (mileage reimbursed; must have reliable transportation).

· Assist with onboarding, training, and oversight of junior staff or interns.

· Maintain confidentiality and professionalism in all interactions.

Qualifications

· High school diploma or equivalent required; Associate's or Bachelor’s degree in Business Administration or related field preferred.

· Proven experience in administrative or executive assistant roles.

· Basic knowledge of office management systems, procedures, and equipment (e.g., printers, scanners).

· Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook); familiarity with marketing and accounting software a plus.

· Strong time management skills and the ability to prioritize tasks effectively.

· Excellent written and verbal communication skills.

· Meticulous attention to detail and strong problem-solving abilities.

· Ability to multitask and remain calm under pressure.

· Light physical ability to manage restocking of supplies and perform occasional lifting.

· Valid driver’s license and access to a reliable vehicle.

Key Performance Indicators

· Task Management & Timeliness: Consistently complete assigned tasks, reports, and scheduling with accuracy and within deadlines.

· Communication & Support Quality: Maintain clear, professional communication and deliver excellent support to executives, staff, and visitors.

· Organization & Accuracy: Ensure high accuracy in record-keeping, expense reporting, and marketing/bookkeeping materials with minimal errors.

Regular work schedule: 40 hours Monday - Friday, 8:00 a.m. 5:00 p.m

Compensation will be based on qualifications and experience. Budgeted Salary Range: $40k-55K depending on experience level. Benefits include health, HSA, 401k retirement plan, paid personal leave and holidays.

Full-time