EXECUTIVE ASSISTANT - OFFICE/MOBILE

If you are a dynamic individual passionate about driving projects to successful outcomes, we invite you to apply for this exciting opportunity. Best Landscape Solutions is a Florida-based Design-Build Landscaping company. We also specialize in high-end hardscape landscaping. We operate in Santa Rosa Beach, Florida, and surrounding areas. We are fun, bold, and rewarding, and our goal is to continue to build an excellent brand while serving our amazing customers in the Florida Panhandle. Our services include Landscaping, Hardscaping, Mulching, Land Clearing, Site Prep, and Heavy-Hauling. As an environmentally conscious company, we take pride in building long-term relationships with our clients in our community. Whether it's a new custom home, a new business, or a complete residential/commercial renovation, we have the landscaping experience to execute any job properly from start to finish. About Us Best Landscape Solutions is one of the leading landscaping companies operating in Northwestern Florida today. We are licensed and insured, specializing in New Residential & Commercial Landscaping, Hardscaping, Mulching, Land Clearing, Site Prep, and Heavy-Hauling. As a company, we value our employees and company culture—we take pride in seeing team members grow, not only in their field but also as individuals, and take the necessary steps to do so. Appreciation is one of our core values here at BLS; it's something you'll receive from your superiors, and it's also something you'll be expected to pass down to those you manage. Position Summary The Executive Assistant - Office/Mobile position serves as the President/CEO's trusted administrative and operational extension, providing high-level executive support in the office and while accompanying the CEO to meetings, client locations, company facilities, and jobsites. This is not a traditional desk-based Executive Assistant position. The role functions as an office & mobile executive office , ensuring the CEO's priorities, schedule, communications, decisions, commitments, documents, meetings, and follow-up actions are captured, organized, communicated, and driven to completion. The successful candidate will possess exceptional judgment, discretion, organization, communication skills, technological proficiency, and follow-through. This position routinely handles confidential, sensitive, time-critical, and high-stakes information and interacts with employees, executives, customers, vendors, professional advisors, and community partners. The Executive Assistant facilitates execution of CEO direction but does not independently exercise CEO authority unless expressly delegated. What You Will Do Accompany the President/CEO during daily office activities, meetings, travel, client visits, company operations, and jobsites as directed. Own and manage the CEO's calendar, appointments, priorities, meetings, travel, routes, reminders, and daily/weekly schedules. Maintain an effective mobile executive office and ensure that the technology, documents, briefing materials, and resources the CEO needs are available. Capture CEO decisions, commitments, assignments, deadlines, contacts, documents, and next actions in real time. Maintain executive action registers, decision logs, meeting records, notes, and follow-up systems. Convert appropriate verbal CEO directives into clearly documented assignments with responsible parties, deadlines, and expected outcomes. Screen and coordinate calls, emails, texts, mail, visitors, client requests, and other communications. Identify urgent, confidential, sensitive, or executive-level matters requiring immediate attention. Draft, proofread, edit, and organize executive correspondence, reports, presentations, spreadsheets, agreements, agendas, minutes, and briefing packages. Prepare meetings, gather supporting information, document decisions and action items, and monitor assignments until completion is verified. Follow up with employees and other responsible parties before deadlines and identify overdue or at-risk commitments. Support special executive projects through research, coordination, documentation, status reporting, and milestone tracking. Professionally coordinate communications with clients, employees, vendors, consultants, business partners, and community stakeholders. Coordinate business travel, events, accommodations, transportation, itineraries, and other executive logistics. Maintain accurate executive records in Microsoft 365, SharePoint, LMN, and other authorized BLS systems. Protect confidential employee, customer, financial, operational, legal, and business information. Perform approved business and personal errands as needed to support the CEO's productivity. Authority & Accountability The Executive Assistant is expected to facilitate accountability and execution with delegated authority. Pricing, contracts, employment decisions, purchasing commitments, customer commitments, and other controlled decisions must be routed to the appropriate approving authority unless delegation provides otherwise.

Success requires:

Complete capture and tracking of CEO commitments. Accurate calendars and executive schedules. Reliable meeting preparation and documentation. Timely follow-through on executive actions. Professional and accurate correspondence. Appropriate escalation of unresolved matters. Accurate company records. Strict confidentiality. Professional representation of the President/CEO and Best Landscape Solutions. Key Performance Expectations CEO commitments captured and tracked. Ability to interact and communicate directly with other executives, clients, and investors. Exceptional attention to detail. Avoids calendar conflicts or missed commitments: Executive actions completed by due date. Correspondence accuracy and timeliness. Meeting materials prepared by deadline.

Zero Confidentiality breaches:

Minimum Qualifications 3+ years of Executive Assistant, senior administrative, executive operations, or comparable experience supporting an owner, President/CEO, or senior executive. Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Exceptional professional writing, organization, scheduling, communication, and follow-through. Demonstrated ability to handle confidential, sensitive, and high-stakes information. Ability to manage multiple priorities with limited supervision in a fast-moving environment. Valid driver's license and acceptable Motor Vehicle Record. Ability and willingness to accompany the CEO during frequent/daily local travel. Ability to work flexible or extended hours when essential business requirements demand. Preferred Qualifications Experience directly supporting an owner/founder or CEO of a privately held company. Landscaping, construction, contracting, project-management, or service-business experience. Experience working within a rapidly growing entrepreneurial organization. Experience with LMN or comparable CRM, ERP, construction, landscape, or project-management software. Experience with QuickBooks Advanced Microsoft 365 and SharePoint experience. Experience preparing executive dashboards, action registers, meeting minutes, reports, and briefing materials. Familiarity with document-control or enterprise management systems. Technology The successful candidate must become proficient in BLS-approved systems applicable to the position, including: Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive LMN or similar project management software and QuickBooks Company-approved mobile and communication applications HR, fleet, reporting, and document-management systems Approved AI/Copilot tools when authorized All systems must be used in accordance with BLS cybersecurity, confidentiality, records management, acceptable use, and AI governance requirements. Schedule, Travel & Work Environment This is a full-time, in-person position based in Santa Rosa Beach, Florida , with frequent/daily local travel alongside the President/CEO. Work occurs across multiple environments, including the corporate office, vehicle/mobile office, client properties, BLS facilities, active landscaping and construction jobsites, meetings, and business/community events. The position generally operates Monday through Friday but may require early mornings, evenings, schedule changes, extended days, or occasional after-hours availability based on essential executive and operational needs. Physical & Driving Requirements The employee must be able to perform the essential functions of the position, with or without reasonable accommodation. Requirements may include prolonged sitting, frequent computer/mobile-device use, regular vehicle entry and exit, walking through office and jobsite environments, navigating uneven terrain, exposure to outdoor conditions, and lifting/carrying materials or equipment weighing approximately 30 pounds . The employee must maintain a valid driver's license, acceptable MVR, applicable BLS fleet/insurance eligibility, and immediately report any material change affecting driving privileges. Required PPE and BLS safety procedures must be followed when entering jobsites or operational areas. What BLS Offers Profit Sharing Bonuses Growth opportunities On-the-job training Modern and casual work environment Meaningful involvement in a growing Northwest Florida design-build landscape company Exposure to high-quality residential and commercial projects A culture emphasizing appreciation, accountability, teamwork, safety, and professional development Competitive compensation based on experience, qualifications, and demonstrated ability Employment Conditions Employment is at will and subject to the approved employment offer, BLS policies, applicable screening requirements, and applicable law. The employee must maintain all licenses, driving privileges, qualifications, certifications, training, and authorizations required for assigned responsibilities. This job description is not an employment contract and may be modified as BLS operations, technology, organizational requirements, or applicable laws change. Best Landscape Solutions provides equal employment opportunities to qualified applicants and employees consistent with applicable federal, state, and local law. Qualified individuals must be able to perform the essential functions of the position with or without reasonable accommodation.

To apply:

Submit your resume, relevant qualifications, and verifiable employment references through Indeed or the approved BLS recruiting channel.

Pay:

$45,000.00 - $75,399.28 per year

Benefits:

Dental insurance Employee discount Health insurance Paid time off Professional development assistance Referral program Vision insurance Application Question(s): Are you skilled at multitasking? Do you have stellar attention-to-detail abilities?

Education:

Associate (Required)

Experience:

Administrative :

3 years (Required)

Executive Assistant:

2 years (Preferred)

Language:

English (Required) Spanish (Preferred)

License/Certification:

Driver's License (Required)

Location:

Santa Rosa Beach, FL 32459 (Preferred) Shift availability: Day Shift (Required) Ability to

Commute:

Santa Rosa Beach, FL 32459 (Required) Ability to

Relocate:

Santa Rosa Beach, FL 32459: Relocate before starting work (Required)

Work Location:

In person