Executive Assistant (Bienenstock Natural Playgrounds)

About Us

At Bienenstock, we are transforming the way children and communities connect with nature. Our mission is to design immersive, resilient, and inspiring places using natural processes and materials that empower people of all ages to play, learn, and thrive.

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide dedicated support to the Managing Director of Design, as well as the broader Design Team and the Senior Leadership Team.

As the Executive Assistant, you’ll serve as the right-hand to the Managing Director of Design and act as the primary administrative partner to the Senior Leadership Team. You’ll manage email communications and schedules, coordinate client meetings and follow-ups, and maintain a high-level view of project timelines. You will also contribute to client-facing reports and briefs, and support in streamlining communications across functions.

This role is central to the success of our design operations—serving as the coordination hub between leadership, internal teams, clients, and external partners. The ideal candidate thrives in a fast-paced, creative environment and brings strong administrative, communication, and project coordination skills.

Key Responsibilities

Executive Support

• Manage the Managing Director’s email inbox with the goal of achieving Inbox Zero daily.


• Prioritize, draft, and respond to emails in a timely and professional manner.


• Keep calendars up to date, including coordinating and rescheduling of meetings, appointments, and events and providing daily briefings.


• Coordinate internal and external meetings such as client bookings, and agenda planning and sending reminders for upcoming meetings and key deadlines.


• File documents such as reports, meeting notes, emails, and letters while keeping important information and documents organized physically and electronically.


• Support travel planning, accommodation bookings (flights, hotels, rental vehicles), prepare detailed travel itineraries, and reconciliation of receipts and expenses for the Managing Director of Design, Design Team, and Senior Leadership.

Team & Project Coordination

• Maintain and update team priorities, deadlines, milestones, and follow-ups using Project Boards and Survey Tracker Board in Miro Boards.


• Create and manage Google Chat Spaces for new projects including following naming conventions, ensuring all stakeholders are included, and facilitating ongoing communication to prevent delays.


• Support with topographic survey coordination including sourcing qualified surveyors based on project location; request, review, and compare quotes; act as a liaison between internal teams and survey vendors; and track and update survey progress in Miro.


• Maintain the BNP Project Updates Spreadsheet (2026); extract and track payment schedules from contracts and monitor project stages and corresponding invoice triggers.


• Coordinate with the Design Team to confirm milestone completion and with Accounting to initiate invoice issuance while tracking invoice status within accounting process.


• Attend project update meetings, kick-off meetings, and hand-off meetings.


• Provide support for key meetings including recording and distributing detailed meeting minutes and ensure alignment between Design briefs and contractual requirements.

Communication & Workflow Management

• Act as the gatekeeper for internal and external contacts, including vendors and clients.


• Ensure all design deliverables are properly uploaded to project management system.


• Maintain organized and compliant file structures within servers.


• Maintain and update simple Construction Timeline Spreadsheet based on Miro installation schedules.


• Monitor task flow and project timelines to help identify bottlenecks or resource gaps.


• Flag urgent or time-sensitive matters and help triage to appropriate team members.


• Continuously assess internal workflows and systems, identifying and implementing improvements to benefit operational efficiency, team communication, and client experience.

Office & Operations Support

• Manage office supply inventory (e.g., paper products, printer supplies).


• Order supplies through vendors such as Uline and coordinate with internal team members.


• Maintain organization of shared spaces and supply areas.


• Ensure office equipment (e.g., coffee machine) is clean and operational.

Qualifications

• 2–5 years of experience in executive support, administration, project coordination, or related roles.


• Experience in a design, construction, or landscape architecture environment is a strong asset.


• Exceptional organization, prioritization, time management, and multitasking skills within fast-paced environments.


• Strong interpersonal and communication skills with high emotional intelligence.


• Self-starter who is adaptable, solution-oriented, and eager to learn.


• Proficiency in tools such as Google Workspace, Miro, project management software, and spreadsheets.

This posting is for an existing vacancy. Our hiring process does not involve the use of artificial intelligence to screen, assess, or select applicants.