Administrative Assistant with Marketing Support

JOB TITLE

: Administrative Assistant

LOCATION

: Water Mill Office (with coordination with our NYC office)

SCHEDULE

: In Person - Full Time, 9AM-5PM, Monday -Friday

COMPENSATION

Dependent on Experience | 60-65k + Bi-Annual Bonuses

BENEFITS

: Retirement Simple Plan + Employee Match, Healthcare Stipend, Generous PTO | 1/2 Day Fridays in

August Position Overview:

The Administrative Assistant will provide comprehensive support to ensure the efficient day-to-day operations of LaGuardia Design Group. This role requires a proactive, highly organized, and detail oriented individual who can manage multiple responsibilities, maintain organized systems, and support the team's broader goals. Working within a design-driven studio, this position also offers the opportunity to contribute to creative and marketing efforts. The ideal candidate is a self-starter with strong organizational skills, a problem-solving mindset, and an interest in design, visual communication, and the creative process.

KEY RESPONSIBILITIES ADMINISTRATIVE SUPPORT

Manage and maintain schedules, including organizing meetings, appointments, and events. Assist with data entry, filing, and maintaining both physical and digital records. Coordinate team meetings and prepare agendas, notes, and follow-ups as needed. Collaborate with other departments to facilitate smooth project workflows. Facilitate the onboarding process for new staff by preparing necessary materials, coordinating introductions, and ensuring a smooth transition into the team. Assist in onboarding new projects utilizing the Project Intake Checklist, maintaining project documentation, and communicating with project teams. Serve as the point person for managing software accounts and password logins, ensuring team members have appropriate access and maintaining an organized record of credentials. Assist the NYC office with their administrative needs, ensuring seamless communication and support across locations. Oversee the submission and approval of weekly timesheets and manage PTO for all staff, ensuring accurate tracking and record-keeping.

OFFICE MANAGEMENT

Maintain office supplies inventory and reorder as necessary. Oversee the organization of shared spaces, ensuring a clean and professional environment. Liaise with vendors and service providers as needed such as IT Team, Phone System Operator, HR, among others. Coordinate healthcare for staff, including assisting with inquiries and serving as the liaison between employees and the healthcare provider. Organize travel arrangements, including booking accommodation and transportation. Assist in planning and coordinating team events, meetings, and conferences.

MARKETING, COMMUNICATIONS & CREATIVE SUPPORT

Assist in drafting and editing marketing materials, newsletters, and social media content Support the formatting and production of presentations, proposals, and internal documents Assist with light production work in Adobe Creative Suite (primarily Photoshop and InDesign) Organize and maintain image libraries, project files, and visual assets Maintain and update the company website or internal platforms as required Collaborate with the design and marketing teams to ensure consistency in visual communication

IDEAL CANDIDATE

Proactive and resourceful, with the ability to anticipate needs and take initiative Highly organized and capable of managing multiple priorities independently Strong attention to detail with excellent follow-through Comfortable working in a fast-paced, collaborative studio environment Adaptable and willing to take on a range of responsibilities, both administrative and creative Interest in landscape architecture, design, or a creative industry is a plus A strong eye for layout, typography, and imagery is highly valued. Strong proficiency in Adobe Creative Suite (Photoshop, InDesign) Please submit your resume and a brief cover letter outlining your interest in the role to kerry@laguardiadesign.com. We look forward to learning more about you.

Job Type:

Full-time Pay:

$60,000.00 - $65,000.00 per year

Benefits:

Dental insurance Health insurance Health savings account Paid time off Retirement plan Vision insurance

Experience:

Adobe Creative Suite:

1 year (Required) Ability to

Commute:

Water Mill, NY 11976 (Required)

Work Location:

In person