Executive Assistant

COMPANY OVERVIEWBotanica Design Studio is a full-service event design and decor company, specializing in floral, furniture, tabletop rentals, furniture and beyond. While floral design is part of our core DNA, we are mindful that the environment we design for events extends beyond flowers. Our seasoned designers have the artistry to deliver the most unique and inventive event design, and our décor studio boasts specialty items perfect for all styles. From modern chic to vintage charm, traditional elegance to natural allure. Flowers are our love. Décor is our passion.POSITION OVERVIEWWe are seeking an initiative-driven, detail-oriented individual with administrative experience to support the day-to-day operations of the team's lead creative executive. This role is crucial to the client experience and ensuring the smooth operation of all active client projects and administrative processes. With direction from the Chief Creative Officer, the Executive Assistant will be responsible for overseeing client communication, administrative coordination of active event projects, schedule management and more. The ideal candidate will have superior communication capability, strong organizational skills and a high degree follow-through.JOB RESPONSIBILITIESCommunication and Correspondence SupportServe as first point of contact for all internal/external communication on behalf of Creative Director, including new client inquiries, external event partners, internal partner correspondence, etc.Responds to all phone and email client inquiries Facilitate all new client inquiry conversations, providing detailed explanation of Botanica's proposal and event management processSchedule and confirm all new and existing client appointmentsClient Service AssistanceServe as primary liaison between team and client throughout the event planning process to ensure timely execution of client deliverables and preparation for future meetingsServe as first point of contact for all existing client requestsPrepare necessary resources for all client meetings to ensure team is adequately prepared - intake forms, event layouts, timelines, etc.Attend all client meetings and compose detail notes of each meeting to assist in proposal development/updates (may require occasional availability outside of normal business hours) Help to create initial proposal drafts for all new potential clients, including sourcing inspirational images and producing detailed descriptions of products/services providedRegularly review upcoming event proposals and have thorough understanding of all requirements on upcoming scheduled weddings and eventsEvent Administrative SupportManage all aspects of studio-wide production schedule, including final event timing details, attendance numbers, etc.Oversee the planning, managing and execution of booked events according to the company's policies, timelines and standards of customer service for all booked eventsAssisting in sourcing and ordering rental items needed for eventsOccasional attendance at weddings/events throughout the year may be requested, as needed, to ensure highest level of client satisfactionOccasional attendance at networking events and bridal shows to generate new business relationshipsAbility to assist Creative Director with other ad hoc projects, as neededIDEAL CHARACTERISTICSExceptional verbal and written communication skillsStrong attention to detail, with the ability to work with a high degree of accuracySuperior organizational skillsHighly proactive, with a strong sense of urgencyHigh degree of professionalismAbility to work well autonomously, with limited managementCreative thinkerAbility to prioritize effectivelyREQUIRED QUALIFICATIONS3+ years of executive support or similar administrative experience, preferably in the design, creative or marketing industriesPrior experience managing multiple schedules/calendars, overseeing client communication, supporting proposal development, etc.PREFERRED QUALIFICATIONSBachelor's degree in business administration, communications, hospitality or related fieldFamiliarity with event/design process or experience in a creative agency environment a plusExperience with iCal, Dropbox and Google Workspace/G Suite, Canva and/or Connectteam

Created: 2025-02-25