Administrative Assistant/Office Manager

Job Description

Job Description

Administrative Assistant Luxury Landscape Architecture Firm

Hybrid | Jupiter, FL

Support the Team. Protect the Process. Keep Operations Running Smoothly.

M. Hudson Design is seeking a highly organized, dependable Administrative Assistant to support company operations and leadership. This role is critical to the internal functioning of the business, handling essential administrative, HR, and operational tasks that allow the owner and team to stay focused on growth, projects, and execution.

This position is ideal for someone who is detail-oriented, discreet, and proactive, and who takes pride in managing behind-the-scenes responsibilities such as payroll support, HR administration, employee onboarding and offboarding, insurance renewals, and executive calendar and email management. This is a non-client-facing role focused entirely on internal systems, processes, and team support.

M. Hudson Design is a rapidly growing, high-end residential landscape design and construction management firm serving South Florida. With over 25 years of professional design experience, the company is known for delivering thoughtful, refined outdoor environments through strong leadership, clear processes, and disciplined execution.

Our culture is built on core values that guide how we work internally and how we grow as a team: Communication, Empathy, Discipline, Greatness, Collaboration, Rightness, Simplicity, and Kindness.

As we scale, we believe that strong systems, organized operations, and reliable internal support are essential. When the foundation is solid, our creative and leadership teams can focus on doing their best work and continuing to elevate the business.

As an Administrative Assistant, you will play a key role in managing the back end of the business while directly supporting the owner with calendar, email, and priority management. This is a hybrid role combining elements of executive support and office management, ideal for someone who enjoys bringing structure, organization, and clarity to a fast-growing environment.

You will be entrusted with confidential information and responsible for coordinating internal processes that directly impact operational efficiency. As the company continues to grow, this role has the potential to evolve into a full-time Executive Assistant or senior administrative leadership position.

This is a detail-driven role with meaningful responsibility and long-term growth potential.

• Manage the owner’s calendar, email, priorities, and internal scheduling to improve time management and focus

• Support payroll administration, including hours tracking, documentation, and coordination with external payroll providers

• Assist with basic HR responsibilities, including employee onboarding and offboarding, personnel records, and internal documentation

• Manage insurance policies and renewals (general liability, workers’ compensation, auto, etc.) and maintain compliance records

• Track and coordinate business license renewals, certifications, and required filings

• Maintain organized digital filing systems for internal records, contracts, HR files, and operational documentation

• Prepare internal reports, documents, and administrative materials as needed

• Support leadership with day-to-day administrative, organizational, and operational tasks

• Help improve internal systems, processes, and workflows as the company continues to grow

This role is ideal for someone who:

• Enjoys creating order and structure

• Is proactive and anticipates needs

• Communicates clearly and professionally

• Thrives in a fast paced, detail oriented environment

• Takes ownership and accountability seriously

• Values kindness, teamwork, and consistency

• Prior administrative or executive assistant experience

• Strong organizational and time management skills

• Excellent written and verbal communication

• High attention to detail and follow through

• Comfort with technology and learning new systems

• Experience supporting sales or professional services teams

• Familiarity with CRM or project management tools

• Experience in design, construction, or luxury services environments

• Proficiency in Microsoft Office and Google Workspace

Competitive hourly or salaried compensation based on experience
Health, dental, and vision insurance
Paid time off
Hybrid work flexibility- After 90 days
Supportive and respectful team culture
Opportunity for growth as the company scales

M. Hudson Design is committed to building a diverse and inclusive workplace. All qualified applicants are encouraged to apply.

If you are organized, dependable, and ready to support a high end design firm, complete the application on this page and submit all requested information.

Thank you for your interest in M. Hudson Design.