Job Description

COMPANY OVERVIEW

Botanica 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 OVERVIEW

We 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 RESPONSIBILITIES

Communication and Correspondence Support

• Serve 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 process
• Schedule and confirm all new and existing client appointments

Client Service Assistance

• Serve as primary liaison between team and client throughout the event planning process to ensure timely execution of client deliverables and preparation for future meetings
• Serve as first point of contact for all existing client requests
• Prepare 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 provided
• Regularly review upcoming event proposals and have thorough understanding of all requirements on upcoming scheduled weddings and events

Event Administrative Support

• Manage 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 events
• Assisting in sourcing and ordering rental items needed for events
• Occasional attendance at weddings/events throughout the year may be requested, as needed, to ensure highest level of client satisfaction
• Occasional attendance at networking events and bridal shows to generate new business relationships
• Ability to assist Creative Director with other ad hoc projects, as needed

IDEAL CHARACTERISTICS

• Exceptional verbal and written communication skills
• Strong attention to detail, with the ability to work with a high degree of accuracy
• Superior organizational skills
• Highly proactive, with a strong sense of urgency
• High degree of professionalism
• Ability to work well autonomously, with limited management
• Creative thinker
• Ability to prioritize effectively

REQUIRED QUALIFICATIONS

• 3+ years of executive support or similar administrative experience, preferably in the design, creative or marketing industries
• Prior experience managing multiple schedules/calendars, overseeing client communication, supporting proposal development, etc.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in business administration, communications, hospitality or related field
• Familiarity with event/design process or experience in a creative agency environment a plus
• Experience with iCal, Dropbox and Google Workspace/G Suite, Canva and/or Connectteam

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