Administrative Assistant and Client Services

Grove Gallery & Interiors; Madison (WI); On-site; USD 33,000 - 41,000; Part time

Job summary

Grove Gallery & Interiors in Madison, WI is seeking an Administrative Assistant & Client Services for part-time on-site work supporting the owner and the office. The role focuses on phone, email, client records, invoicing support, and office operations.

You'll handle client communications with warmth, maintain files, and assist with scheduling and document prep. 20-25 hours weekly, with potential for more during peak season.

Qualifications

• Real administrative or executive support experience.
• Discretion with client information and calendars.
• Comfort with a service-based, relationship-driven business.
• Strong writing and phone presence.
• Willingness to learn about horticulture-related terminology.

Responsibilities

• Answer phones and emails in a warm, client-focused tone.
• Support the owner by managing correspondence and documents.
• Maintain client files, contracts, and service history.
• Oversee general office operations and organization.
• Assist scheduler and arborists with sourcing and timing.
• Work 20-25 hours per week with potential full-time in the busy season.

Skills

Administrative experience

Phone presence

Discretion

Customer service

Written communication

Tools

Microsoft Office

Job description

Administrative Assistant and Client Services

08/19/2026

$24.00 - $30.00 per hour

Part Time

Madison, WI

On-site

Job Description

Administrative Assistant & Client Services — Tree Health Management

We work on some of the finest properties in Wisconsin, and the people who own them expect the same level of polish from a phone call that they expect from the crew working on their trees.

You'll be the person who answers that call and the person the owner leans on to keep the office side of the business running while she's out on properties or in front of clients.

This is a true administrative role. You won't be building crew schedules or managing PHC treatment calendars, that's handled elsewhere. What you will own is everything that makes the office function and everything that makes a client feel like they picked the right company: phones, emails, client records, correspondence, invoicing support, and a steady stream of tasks that only make sense once you're a few weeks in and see how the owner actually works.

What the role involves:

• Answering phones and emails in a tone that matches ourclientele. Warm, unhurried, never scripted. A lot of these calls are someone worried about a tree they've had for forty years, not a transaction.


• Direct support for the owner: managing correspondence, prepping documents, tracking down information she needs before she knows she needs it, and handling the small stuff so hertime goes to clients and crews instead of paperwork.


• Maintaining client files, contracts, and treatment or service history so anyone in the office can pick up the phone and sound like they know the account.


• General office operations: ordering what's needed, keeping things organized, being the person who notices what's about to become a problem before it does.


• Ordering assistance for the scheduler and Consulting Arborists to make sure trees are sourced from the right supplier and scheduled at the right time.


• 20-25 hours per week with potential full time hours in the busy season (May through Sep)

What we need from you:

Real administrative or executive support experience. You've kept someone's professional life organized before and you know the difference between being told what to do and knowing what needs doing.

Discretion. You'll see things like client situations, business decisions, and the owner's calendar that don't leave the office.

Comfort with a service-based, relationship-driven business. High-end doesn't mean formal for its own sake; it means the client feels genuinely taken care of.

Strong writing and phone presence. Clients will judge the company by how you sound.

No horticultural background required. We'll teach you what a soil injection is. We can't teach someone to anticipate what a busy owner needs before he says it.