Executive Assistant

BOWHAYES TREES; Venn Ottery; Hybrid; GBP 60,000 - 80,000; Part time

Job summary

A growing retail business in Venn Ottery seeks a proactive Executive Assistant to support business owners with order processing, customer service, and operational administration. The role is part-time (20-25 hours per week) over an initial 6-month contract. Ideal candidates will have strong organisational skills and previous experience in administrative support roles. Flexible home-working arrangements may be considered.

Qualifications

• Previous experience in office administration, PA/Executive Assistant roles, or business coordination.
• Strong organisational skills and multitasking ability.
• Excellent attention to detail and data accuracy.
• Strong communication skills — verbal and written.
• Ability to work independently and take initiative.

Responsibilities

• Process website and trade customer orders accurately.
• Assist with quote preparation and follow up.
• Manage CEO calendars and schedule meetings.
• Support glamping guest administration during the summer season.
• Liaise with suppliers for timely deliveries.

Skills

Organisational skills

Multitasking

Attention to detail

Written and verbal communication

Independence and initiative

Tech-savvy

Tools

Excel

Word

Monday.com

HubSpot

Klaviyo

Wix

Job description

Position Overview

Bowhayes Trees is a growing retail business dedicated to connecting people with high-quality trees and plants that transform gardens, landscapes, and lives. Together with Bowhayes Farm (our partner company), we pride ourselves on offering expert advice, a wide range of products, and a seamless customer experience — all while championing sustainability and excellent service.

We’re looking for a proactive and highly organised Executive Assistant to join our small, passionate team. This is a varied role supporting the business owners with everything from order processing and customer service to project coordination and operational administration. This role is key to ensuring the smooth running of both businesses, helping the owners focus on growth while maintaining exceptional day-to-day operations.

Responsibilities

Sales Processing & Customer Support (Bowhayes Trees):

• Process website and trade customer orders accurately and efficiently.
• Assist with quote preparation and follow up
• Respond to customer inquiries via email and phone regarding orders, delivery, and product availability.
• Assist with refunds, returns, and order amendments when required.
• Respond to customer reviews and feedback

Order Fulfilment & Logistcs:

• Place stock orders as required and liaise with suppliers on delivery timeframes.
• Coordinate with the packing team to ensure timely and accurate order dispatch.
• Arrange courier collections, track deliveries, and resolve any shipping issues.
• Liaise with direct dispatch suppliers to ensure orders are processed in a timely and accurate manner.

Executive & Operational Support:

• Manage CEO calendars and inboxes - schedule meetings, flag priorities, track deadlines.
• Maintain task boards and workflows in Monday.com
• Prepare agendas, take minutes and follow up on actions from meetings
• Update weekly reports and KPI dashboards
• Liaise with team members, suppliers, and contractors to keep things moving
• Maintain CRM data and internal records (HubSpot / Klaviyo / Wix)

Glamping & Events Support (Bowhayes Farm):

• Support glamping guest administration during the summer season (manage bookings, respond to guest enquiries, coordinate changeovers, prepare guest information).
• Liaise with the farm management team to plan and deliver small events designed to attract visitors to the farm.
• Help coordinate logistics, suppliers, and staffing for on-site events.

Requirements

Essential Skills & Experience:

• Previous experience in office administration, PA/Executive Assistant roles, or business coordination.
• Strong organisational skills and ability to multitask.
• Excellent attention to detail and accuracy in data entry.
• Strong written and verbal communication skills.
• Ability to work independently and take initiative.
• Tech-savvy and confident using online systems and office software (Excel, Word, email, cloud storage, task managers) - specific training can be provided for certain software.
• Friendly, professional, and confident communicating with customers and suppliers

Preferred Skills:

• Experience with e-commerce order processing.
• Familiarity with project management software such as Monday.com and CRM software, such as Hubspot.
• Experience in customer service, sales admin or event planning is a plus.

Please note that whilst we would expect the role to be based predominantly from the Farm in Venn Ottery, flexible home-working arrangements may be considered down the line.

Initial Contract length: 6 months

Part-time hours: 20-25 per week

Job Types: Part-time, Contract

Please get in touch with your CV to [e-mail] if you\'re interested.