Executive Assistant

About the Role: The Executive Assistant will provide administrative, payroll, billing, customer service, and service partner coordination support for American Landscape’s Outer Market Snow & Ice Management Division. This role does not require prior experience in the Snow or Landscaping industry. This role works closely assisting and supporting the Executive of Strategic Business Development (ESBD). The ESBD oversees a Division specializing in the sales and operations of both Snow and Ice Management sales and Landscape Services for commercial clients in markets outside of American Landscape’s local service area. The division relies heavily on service partners, accurate records, timely communication, and detailed billing and payroll processes. The primary purpose of this position is to help keep the division organized, accurate, and responsive so the ESBD can remain focused on sales, client relationships, and field operations. This is a highly detail-oriented role that requires strong administrative skills, excellent follow-through, comfort with software and spreadsheets, and the ability to stay organized.

Responsibilities: Payroll, Billing, and Data EntryEnter and maintain accurate service partner time, service records, task logs, and supporting documentation. Help ensure service partners are paid correctly and on time by accurately posting time worked and services performed. Assist with snow billing by organizing, reviewing, formatting, and submitting billing information according to company and division procedures. Maintain accurate client, job, service partner, and service records in company software and spreadsheets. Track job proposals, job tickets, job packets, purchase orders, and related documentation. Maintain spreadsheets and reports related to divisional performance, seasonal metrics, equipment, materials, and service partner activity. Review records for accuracy and follow up to correct missing or incomplete information. Administrative SupportProvide direct administrative support to the ESBD.Organize and maintain electronic and physical files, including contracts, service records, billing documentation, communications, and compliance records. Assist with scheduling, calendar coordination, meeting preparation, and follow-up items. Attend and communicate information from company meetings as requested. Complete additional administrative duties as assigned. Service Partner Coordination Communicate regularly with service partner to collect service information, resolve questions, and support daily operations. Assist with service partner proposals, contracts, schedules, timekeeping records, billing documentation, and compliance records. Help maintain accurate service partner files, including insurance, agreements, rates, contact information, notes, and service history. Provide professional and responsive communication to service partner regarding questions, concerns, documentation, and payment-related items. Help identify missing, inaccurate, or incomplete service partner information and follow up as needed. Client and Customer Service SupportProvide excellent customer service to commercial clients and service partners. Assist with client communication, service documentation, and follow-up as directed. Help organize and maintain client records, site information, proposals, service notes, and job documentation. Support the division in resolving client concerns by gathering information, documenting issues, and communicating clearly with the appropriate parties. Snow and Ice Management Support (in office work / not in field) Learn the Division’s snow and ice management processes, including seasonal preparation, event tracking, site documentation, service verification, billing, and post-event reconciliation. Review weather information and collect relevant weather data on a daily, monthly, and seasonal basis. Assist with site inventories using aerial imagery, software tools, photos, measurements, and field information. Perform site checks when needed or directed. Communicate site conditions, service information, and documentation to support operational decision-making. Help ensure job packets, site records, maps, service notes, and related information are complete and accurate. Seasonal Schedule Expectations: This role has a seasonal workload that follows the snow and ice management calendar. During the winter season, the role will be fast-paced and may require extended hours during and after snow events. During the green season, the schedule is typically lighter, with expected hours generally less than 40 hours a week (this will not affect salary). The ideal candidate understands that snow and ice management can be unpredictable and is comfortable working in a seasonal role where winter requires a higher level of urgency, responsiveness, and availability. Desired Attributes: The ideal candidate will be: Highly accurate and detail-oriented, especially with payroll, billing, and data entry. Organized, reliable, and able to follow tasks through to completion. Comfortable working in a fast-paced, seasonal environment. Able to prioritize multiple responsibilities and shift focus when urgent needs arise. Professional and helpful when communicating with clients, service partners, and internal team members. Comfortable learning new software, systems, and industry-specific processes. Trustworthy with sensitive client, employee, service partners, payroll, and financial information. Proactive in identifying missing information, errors, or opportunities to improve processes. Willing to take ownership of administrative responsibilities that help the division operate smoothly.

Qualifications: Required: Strong administrative, clerical, office support, or coordination experience. Excellent verbal and written communication skills. Strong data entry, typing, proofreading, and recordkeeping skills. Proficiency with Microsoft Office, especially Excel, Outlook, and Word. Ability to learn and use company software, spreadsheets, and operational systems.4 Year College Degree preferred but not required.