Executive Assistant (Bienenstock Natural Playgrounds)
Executive Assistant (Bienenstock Natural Playgrounds)
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Job Description
About Us
At Bienenstock we are transforming the way children and communities connect with nature. Our mission is to design immersive resilient and inspiring places using natural processes and materials that empower people of all ages to play learn and thrive.
Position Overview
We are looking to hire anExecutive Assistant to Members of the Senior Leadership Team. The successful candidate will play a key role in providing dedicated support for the Managing Director of Design and the Design Team with potential to support other members of the Senior Leadership Team down the road.
As the Executive Assistant youll serve as the right-hand to Senior Leadership and act as the primary administrative partner to the Senior Leadership this role managing email communications and schedules coordinating client meetings and follow-ups and maintaining a high-level view of project timelines will be essential to ensuring the teams focus stays on delivering outstanding design outcomes. You will also contribute to client-facing reports and briefs support streamlined communication across functions and help implement strategic organizational processes that optimize efficiency and time doing so you will help drive forward the systems and rhythms that keep our company running smoothly.
The successful candidate will bring a positive attitude sharp organizational skills attention to detail and the ability to anticipate needs in a fast-moving environment. While self-motivation is important collaboration and team engagement are equally valued. This is a high-impact position for someone who thrives on creating clarity providing support and enabling design excellence.
Key Responsibilities
Executive Support
- Oversee incoming and outgoing communications including emails phone calls reports and internal correspondence on behalf of Senior Leadership.
- Coordinate internal and external meetings including scheduling client bookings and agenda planning.
- Keeping calendars up to date including adding events rescheduling appointments and providing daily briefings.
- File documents such as reports meeting notes emails and letters.
- Keep important information and documents organized physically and electronically.
- Support travel planning accommodation bookings and reconciliation of receipts and expenses including budgeting.
Team & Project Coordination
- Track team priorities and coordinate deadlines milestones and follow-ups.
- Support project scheduling and cross-functional collaboration across departments.
- Conducting research and creating reports on various topics based on the needs of the team.
Communication & Workflow Management
- Acting as the gatekeeper for internal and external contacts including vendors colleagues clients and customers.
- Monitor task flow and project timelines to help identify bottlenecks or resource gaps.
- Flag urgent or time-sensitive matters and help triage to appropriate team members.
- Maintain a high level of discretion and professionalism in handling confidential information.
Qualifications
- 25 years of experience in executive support administrative coordination or related roles.
- Experience in a design construction or landscape architecture environment is a strong asset.
- Exceptional organization prioritization and multitasking skills in fast-paced environments.
- Strong interpersonal and communication skills with high emotional intelligence.
- Self-starter who is adaptable solution-oriented and eager to learn.
- Proficient in Google Workspace and Microsoft Office (Excel Word etc.); familiarity with Canva and other relevant tools is a plus.
- Familiarity with Buildertrend software is an asset but not required.
Required Experience:
Manager
Employment Type
Full-Time
