Senior Executive Assistant / Operations Coordinator Blooms Design Studio - 5.0 Jacksonville, FL Job Details Full-time From $60,000 a year 11 hours ago Benefits Travel reimbursement Mileage reimbursement Paid holidays Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Qualifications Google Workspace Customer communication Teamwork Executive administrative support Attention to detail Organizational skills Full Job Description About Us Blooms Design Studio is an established, full service outdoor living design and build studio in Jacksonville, Florida. Our experienced team of designers, project supervisors, and skilled crews take pride in creating beautiful, thoughtfully designed outdoor spaces and delivering exceptional projects from concept through completion. We are seeking a highly organized, polished, and proactive Executive Assistant to support our Principal Designers and Executive Team. This is a key role for someone who enjoys being at the center of a dynamic design and construction process and thrives on keeping people, projects, and communication moving seamlessly. Position Overview This is a full-time, 40 hour per week position based primarily in our design studio. The role requires a dependable daily on-site presence, along with occasional local travel to accompany designers on client consultations, attend site visits, and coordinate with field teams at project locations. You will work closely with Principal Designers, clients, project managers, and field teams to help manage schedules, coordinate communication, track project details, and keep day to day operations running smoothly. The ideal candidate is an excellent communicator and problem-solver who can anticipate needs, manage competing priorities, and maintain a high level of professionalism with clients, vendors, designers, and construction teams. Core ResponsibilitiesExecutive Support Manage and coordinate the executive's calendar, meetings, travel, and daily priorities. Monitor and prioritize emails, draft correspondence, and ensure important tasks are followed through. Prepare materials, presentations, project information, and meeting documents for client and internal meetings. Anticipate needs and help keep the executive and team organized and on schedule. Client & Project Coordination Serve as a professional first point of contact for new client inquiries and assist with lead qualification. Maintain polished, responsive communication with clients throughout the project lifecycle. Assist designers during client meetings, presentations, walkthroughs, and occasional site visits. Coordinate communication between designers, landscape architects, project managers, estimators, and field teams. Operations & Administration Coordinate and track permits, environmental requirements, and HOA submissions. Help maintain project schedules and track key milestones. Coordinate with accounting on project billing and client invoices. Track executive expenses, purchase orders, materials, and client reimbursable expenses. Assist with on-site coordination and communication when needed. Qualifications & Skills 5+ years of experience as an Executive Assistant supporting senior level executives; experience in design, architecture, construction, luxury home building, or real estate is preferred. Strong organizational skills and exceptional attention to detail. Excellent written and verbal communication skills with a professional, polished presence. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Proficiency with Microsoft Office 365 or Google Workspace; experience with project management or CRM software is a plus. A proactive, solutions oriented mindset with the ability to anticipate needs and resolve issues independently. Ability to work a dependable 40-hour weekly schedule and use a personal vehicle for occasional local travel. Compensation & Benefits We offer a professional, collaborative, and rewarding work environment, including: Competitive salary based on experience 401(k) with company match Medical, dental, and vision insurance options Generous PTO and paid company holidays Mileage reimbursement for local travel Professional development opportunities Beautiful creative office environment and team-building events

Pay:

From $60,000.00 per year

Benefits:

401(k) Health insurance Paid time off

Location:

Jacksonville, FL 32226 (Preferred) Ability to

Commute:

Jacksonville, FL 32226 (Preferred) Ability to

Relocate:

Jacksonville, FL 32226: Relocate before starting work (Preferred)

Work Location:

In person