Personal Assistant / Junior Project Manager

Position Summary

We are seeking a highly organized, proactive, and resourceful Personal Assistant / Junior Project Manager to support a fast-paced landscape architect and project management team. This role is ideal for someone who enjoys coordinating multiple moving parts, communicating with consultants and clients, and helping keep projects on schedule from concept through completion.

The position includes a mix of on-site support, local travel to project locations, coordination with team members and consultants, and remote administrative responsibilities.

Key Responsibilities

Project Coordination & Administration

• Assist with overall project management, and coordination across multiple active projects
• Track project progress, deadlines, and provide daily and weekly status updates
• Coordinate with consultants, contractors, vendors, clients and internal team members as requested
• Prepare and organize project documents, plan sets, and presentations as directed
• Assist with the coordination of plan set production and modifications
• Maintain and share organized digital and physical project files
• Review, organize, and respond to emails as directed
• Take meeting notes and distribute follow-up action items to all parties as directed
• Maintain calendars, schedules, and appointment coordination
• Confirm client meetings and project site visits
• Follow up with outsourced consultants and contractors to ensure timely completion of tasks

Field & Site Support

• Visit project sites locally as needed
• Photograph job site progress and document updates
• Oversee punch lists and project tracking updates
• Pick up and coordinate material and sample deliveries
• Attend meetings and provide on-site support
• Drive to local job sites and vendor appointments as necessary with and without leadership

Design & Team Support

• Support landscape architecture and design teams with project coordination
• Assist with compiling renderings, presentations, and material organization
• Help coordinate consultant information and project documentation

Qualifications

• BA/BA Degree required
• 2-3+ years Personal Assistant experience desired or similar experience
• Proficient in MS Office Suite, Google Suite, Social Media Platforms, AI applications and can annotate pictures
• Tech-savvy and comfortable learning new software and systems
• Strong organizational and multitasking skills
• Excellent verbal and written communication abilities
• Strong follow-through and problem-solving skills
• Ability to prioritize and manage multiple projects simultaneously
• Professional, polished, and client-service oriented
• Resourceful, adaptable, and detail-oriented
• Must have a valid driver’s license and reliable transportation
• Ability to lift to 25 lbs

Preferred Experience

• Background in project coordination, design support, architecture, landscape architecture, construction, interiors, or related industries preferred
• Helpful to have familiarity with plant materials, landscape terminology, and construction processes
• Experience with scheduling, consultant coordination, or administrative project support is a plus
• Familiarity with design plans, construction drawings, or material sourcing helpful

Work Environment

• Monday–Friday schedule, and required to respond to time sensitive project emails and texts after hours on weekends
• Combination of remote work, office coordination, and local on-site travel
• Collaborative, fast-paced team environment
• Opportunity for growth within project management

Benefits

• Paid holidays including:
• Christmas
• New Year’s Day
• Thanksgiving
• Memorial Day
• Fourth of July
• Labor Day
• 5 sick days and one-week paid vacation accrual begins after 90-day introductory period
• Monthly cell phone and medical stipend provided
• Mileage reimbursement paid in accordance with state laws
• Pay is DOE and negotiable at interview

Job Types: Full-time, Part-time

Pay: $21.00 - $25.00 per hour

Ability to Relocate:

• Los Angeles, CA 90049: Relocate before starting work (Required)

Work Location: In person