Operations & Executive Assistant

M.J. Design Associates, Inc. is a well-established, family-oriented Design/Build Landscape and Grounds Maintenance firm based in Columbus, Ohio. The company is dedicated to fostering a supportive and collaborative work environment, where employees are recognized and rewarded through monthly company events. With a strong passion for plants, the environment, and proper horticultural practices, M.J. Design Associates offers an ideal workplace for landscape professionals who value teamwork, growth, and ongoing education. This Account Manager role is a great opportunity for an experienced and motivated individual to join a team that prioritizes professional development and a positive workplace culture.

Position Summary:

We are a professional landscaping company seeking a motivated, highly organized, and adaptable Executive Assistant to support the owner and account managers with day-to-day business operations. This role is ideal for someone who enjoys variety in their workday and is comfortable moving between administrative responsibilities, client communication, operational coordination, and occasional field support.

As a well-established landscaping company, we value team members who are willing to step in where needed, solve problems, and contribute to the success of both the office and field teams. The successful candidate will be resourceful, proactive, customer-focused, and capable of managing multiple priorities in a fast-paced and constantly changing environment.

Key Responsibilities:

1. Executive and Administrative Support

• Support the owner with scheduling, communications, and administrative tasks;
• Assist with preparing correspondence, reports, proposals, and other business documents;
• Maintain accurate records, files, databases, and company information;
•  Coordinate meetings and follow up on action items as needed.

2. Client Service and Project Coordination

•  Serve as a point of contact for client inquiries and requests;
• Assist with job scheduling, project coordination, and client communications;
• Coordinate communication between clients, vendors, account managers, and field crews;
• Monitor project progress and communication updates when appropriate;
• Help ensure a positive client experience through timely and professional communication.

3. Operations Support

• Assist with invoices, proposals, work orders, and other business-related paperwork;
• Help organize materials, equipment and logistics for upcoming jobs;
• Track landscape material usage including mulch, soil, stone, plants and other job-related supplies;
• Support workflow processes to help projects stay organized and on schedule;
•  Assist with special projects and operational initiatives and business needs evolve.

4. Field and Team Support

• Visit job sites periodically to gather information, take photos, meet with clients, verify project details, or support field operations;
• Assist with company events, team initiatives, and employee activities as needed;
• Provide additional support across departments as business demands require;
• Perform other duties as assigned.

Qualifications:

The following education, skills and experience are required for this role:

• Associate degree preferred;
• Minimum of 2 years previous experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role;
• Strong organizational and time management skills;
• Excellent communication and customer service abilities;
• Proficiency with Microsoft Office, Outlook, and basic business software;
• Ability to multitask and prioritize competing responsibilities effectively;
• Ability to work independently and exercise sound judgement;
• Strong attention to detail and accuracy;
• Valid driver's license required;
• Landscaping, construction, property maintenance, or small business experience preferred;
• Adaptable, resourceful and proactive;
• Positive attitude with a willingness to assist wherever needed;
• Spanish language skills are a plus.

Environment:

The ideal candidate appreciates that no two days are the same. This individual is dependable, organized, customer-focused, and willing to jump in wherever needed to help the team succeed. Workload and priorities may fluctuate seasonally, requiring flexibility and the ability to adjust plans quickly. As a small business, teamwork, initiative, and a collaborative attitude are essential to success.

This position is primarily based in an air-conditioned, smoke-free office environment with occasional local travel to supplier locations or client properties. The position requires the ability to sit for extended periods as well as occasional standing, walking, bending, kneeling, and lifting up to 25 pounds. Standard office equipment, including computers, telephones, printers, copiers, and filing systems, is used regularly. No overnight travel is expected.

Disclaimer:

This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties or responsibilities that will be required. MJ Design reserves the right to modify this job description at any time; including assigning or reassigning job duties or deleting this position at any time.