• Minimum of 4 years of experience in an office administration or executive assistant role.

• Experience in a landscaping, design, or construction environment is a plus, but not required.

• Proficient in Microsoft Office, Google Workspace Suite and Mac-based software.

• Excellent written and verbal communication skills.

• Strong organizational and multitasking abilities, with attention to detail.

• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

• Experience with basic project management is a plus.

• A passion for sustainability, ecological design, and nature is highly valued.

• Ability to maintain confidentiality and professionalism in all dealings.

• Marketing experience is a plus, but not necessary.

• Must love dogs! We usually have 1-3 loveable dogs in the office daily.

Administrative Support:

• Manage phone and email correspondence, directing inquiries to the appropriate team members. Inform prospective clients about our company mission, services and work processes.

• Schedule and coordinate meetings, appointments, and client consultations.

• Organize and maintain digital and physical files, ensuring documents are up-to-date and accessible.

• Provide high-level administrative support to the company’s executive team, including managing calendars and scheduling meetings.

Office Organization & Management:

• Oversee office supplies, ensuring adequate inventory and ordering supplies as needed.

• Ensure the office is tidy, organized, and conducive to productivity. Light housekeeping between scheduled professional cleanings (sweep, trash, etc).

• Coordinate with vendors and external partners for office-related services, including IT support and facility maintenance.

• Retrieve and sort incoming mail, directing it to the appropriate team members for review and action when needed. Deposit and record mailed payments in Quick Books, notify department managers of payment or deposit. 

Project Support:

• Schedule and facilitate bi-weekly management and project management meetings. 

• Support the team with project-related documentation, including PA One Call requests and mailing designs to clients. 

• Communicate and assist off-premesis billing and bookkeeping team members regarding payments, estimates, and outstanding invoices. Experience with Quick Books a plus.Item description

We are Indigenous Ingenuities. We connect people to the environment, designing, installing and maintaining habitats that nurture both.

Our work spans:

• landscape architecture

• garden design and maintenance,

• custom stone work,

• fine and green carpentry,

• historical restoration,

• invasive plant management,

• habitat restoration, and

• ecological preservation

We aim to be a trusted member of our community, fueled by an empowered and collaborative team that uses its artistry and expertise to create beauty in the world through:

• environment-focused services,

• tailored customer service, and

• inspiring education outreach emphasizing restorative systems

Indigenous Ingenuities is committed to continuing to build our warm and open company culture with new members who value work-life balance, expert craftsmanship and the environment as much as we do.

Working Hours:
This is a part-time position, with flexible hours. The position will require approximately 20-25 hours per week, with the ability to adjust hours based on project and company needs.

Compensation:
Competitive hourly rate, commensurate with experience.