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 an Executive 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, you’ll serve as the right-hand to Senior Leadership and act as the primary administrative partner to the Senior Leadership Team. In 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 team’s 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 management. In 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.

QUALIFICATIONS

• 2–5 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.
  Job Type: Full-time
  Pay: $55,000.00-$60,000.00 per year

Benefits:

• Dental care
• Paid time off
• Vision care

Work Location: In perso

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.