Executive Assistant

Billy Heroman's Flowerland Inc; Baton Rouge (LA); On-site; USD 32,000 - 42,000; Full time

Job summary

Billy Heroman’s Flowerland in Baton Rouge, LA seeks an organized Administrative Assistant to support one of the owners. The role includes managing calendars, scheduling meetings, handling travel, and preparing presentations.

You will also assist with office systems, data management, and customer interactions across Retail, Floral, and Marketing areas. The ideal candidate has a high school diploma, strong multi-tasking skills, and a tidy, proactive work style.

Qualifications

• High school diploma or equivalent required.
• Experience supporting executives or owners is preferred.
• Ability to read maps/GPS and know local streets for client sites.
• Clean, valid driver’s license and drug screening required.

Responsibilities

• Provide multi-level support to one of the owners, including calendar management and gatekeeping.
• Arrange meetings, travel, and accommodations; draft documents and prepare proposals.
• Maintain office systems, data management, and file organization.
• Serve as back-up to retail/phone sales; process orders into POS (Mercury).
• Coordinate with customers and vendors; support business development initiatives.

Skills

Office systems

Calendar management

Communication

Multi-tasking

Attention to detail

Time management

Education

High school diploma or equivalent

Tools

Mercury POS

MS Office

Job description

Description

Purpose of the Position:

To provide multi-level support to one of the owners of the company. The duties associated with this position may vary by season and May include assisting with other areas the owner oversees such as Retail and Outside Sales, Floral, and some aspects of Marketing.

Essential Functions/Job Responsibilities:

• Devising and maintaining office systems, including data management and filing.
• Maintaining a daily calendar, and acting as a gatekeeper with a thorough understanding of how to best allocate this individual’s time.
• Arranges meetings, travel, and accommodations.
• Screens phone calls, inquiries, and requests, and handling them when appropriate.
• Does the appropriate background research and presents findings.
• Drafts and produces documents.
• Organizes and attends meetings and ensures the owner is well prepared.
• Communicate with customers, vendors, and team members to answer questions and/or address any issues or concerns that may arise.
• Shops and compares costs of goods and communicates with vendors.
• Provide general administrative support.
• Run personal errands, as needed.
• Serve as back-up to retail sales and phone sales, when needed, and provide quality and timely customer service. Accurately enter orders into the POS, Mercury.
• Assist with business development opportunities, including keeping abreast of new business opportunities, arranging meetings with potential new clients, as well as existing clients, and attending meetings as needed with clients to document notes, etc.
• Prepares presentations and proposals.
• Reviews calendar deadlines and provides timely reminders.
• Files, organizes, scans, copies, and emails/faxes documents.
• Develops and maintains organized digital and live records systems.
• Assist in preparation and execution of holiday decorating and other special events, to include but not limited to; proactively scheduling holiday decorating at client accounts; preparing Christmas trees for setup; assisting crews with holiday decorating; and taking pictures to memorialize design and layout of holiday décor.
• Able to drive safely with no incidents.
• Demonstrates an overall safety awareness daily.
• Maintains a clean and tidy work area to minimize safety risks and incidents.
• Demonstrates safe work habits by following proper procedures and protocols.
• Aware of reporting process for incident/injuries. Reports all incidents, injuries and near misses.
• Must be able to pass a pre-employment drug screen.
• Any other duties as assigned.

Competencies:

• Self-motivation
• Communication Proficiency
• Problem Solving
• Ability to Multi-task
• Attention to Detail
• Time Management

Requirements

• Must be 21 years of age or older for insurance purposes.
• High school diploma or equivalent.
• Knowledge of plant care requirements or related experience (preferred).
• Able to read a map and GPS.
• Knowledge of city streets in our service areas.
• Must have clean, valid, driver’s license in good standing.
• Must be able to pass a pre-employment drug screen.
• Able to make decisions, communicate professionally and effectively, take direction from management and be able to work unsupervised productively when on client sites.

Supervisory Responsibility:

This position has no supervisory responsibilities.

Work Environment:

This job operates primarily in an office setting.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This job requires the ability to lift and carry at least 10lbs.

Position Type and Expected Hours of Work:

This is a full-time position. Typical days and hours of work are Monday-Friday, 8:30AM to 5:30PM, with some nights and weekends. Some flexibility in hours is allowed, but the employee must work a minimum of 30 hours each week to maintain full-time status.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EEO Statement:

Billy Heroman’s Flowerland (“BHF”) is an equal opportunity employer and is committed to equal opportunity without regard to race, religion, color, sex (including gender identity, sexual orientation, and pregnancy), age, national origin, disability, or any other basis of discrimination prohibited by applicable law.

In accordance with applicable state and federal law, BHF will make reasonable accommodation(s) for qualified employees and applicants with disabilities. Any employee needing such an accommodation should direct requests for accommodation to Human Resources.