Executive Assistant/Office Manager

Position Title: Executive Assistant to the Creative Director
Position Type: Hourly (1099 Contractor)
Compensation: $25/hour
Location: Hybrid (Remote In-Person in Northern Virginia/DC Metro)
Start Date: Immediate

About Us

Wildflower Hill Co. is a premier floral and event design studio, crafting refined, story-driven celebrations for clients throughout the Washington, D.C. region and destination markets. Our work blends artistry, operational excellence, and a deep commitment to client experience. We are seeking a seasoned Executive Assistant to partner directly with our Founder & Creative Director.

This role is designed for a polished professional who thrives in dynamic, fast-paced environments and understands the nuances of supporting a visionary leader. The right candidate will bring judgment, discretion, and proactive structure — allowing the Creative Director to remain focused on creative direction, client relationships, and business growth.

Role Overview

The Executive Assistant will act as the Creative Director’s strategic right hand — protecting her time, managing critical communications, and ensuring projects and priorities move forward seamlessly. This is not an entry-level position; it requires a proven track record of supporting executives, strong business acumen, and the ability to anticipate needs before they arise.

Key Responsibilities

Time & Calendar Management

• Own and safeguard the Creative Director’s calendar, preventing overbooking and maintaining balance between client, team, and personal commitments.
• Build realistic buffers for preparation, travel, and recovery.
• Anticipate conflicts and propose solutions before they occur.

Communication Management

• Triage the Creative Director’s inbox, drafting professional correspondence and ensuring timely responses.
• Serve as a communication buffer with clients, vendors, and team members, escalating only what requires direct attention.
• Ensure leads, inquiries, and VIP communications are acknowledged promptly and handled with polish.

Project & Task Oversight

• Maintain a master list of CEO priorities, deadlines, and action items.
• Track team deliverables, providing reminders and ensuring accountability.
• Deliver structured weekly briefings to keep the Creative Director focused on what matters most.

Meeting Preparation & Follow-Through

• Prepare agendas, briefing notes, and supporting documents ahead of meetings.
• Capture key points and action items during meetings, then ensure follow-ups are executed.
• Provide a clear line of sight into progress and next steps.

Operational & Administrative Support

• Track, organize, and reconcile all receipts and business purchases to ensure accurate financial records.
• Maintain digital and physical filing systems, ensuring accessibility and compliance.
• Support HR and hiring logistics, including contracts, onboarding schedules, and interview coordination.
• Assist in maintaining and updating internal policies, SOPs, and templates for efficiency.
• Liaise with vendors and service providers on office-related needs (supplies, accounts, subscriptions).

Optional Personal Executive Support

• Assist with personal scheduling and logistics during high-volume periods (e.g., family, travel, household needs).
• Act as an extension of the Creative Director in ensuring balance across professional and personal priorities.

Qualifications

• Education: High School Diploma required; Bachelor’s degree in Business Administration, Communications, Hospitality Management, or related field strongly preferred.
• Experience: Minimum 3 years supporting senior executives in a professional setting (non-negotiable).
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Excel, Word, OneDrive).
• Exceptional written and verbal communication skills.
• Demonstrated ability to exercise judgment, discretion, and professional maturity.
• Strong organizational and project management skills, with a proactive mindset.
• Availability for hybrid work, including occasional evenings and weekends during peak event seasons.

Core Competencies

• Executive Partnership: Anticipates needs, acts as a force multiplier, and enables the Creative Director to focus on high-value work.
• Strategic Calendar Management: Safeguards time and ensures priorities are realistic and achievable.
• Professionalism & Discretion: Represents the brand and executive at the highest standard.
• Operational Excellence: Keeps projects, tasks, and systems moving forward with structure and clarity.
• Polished Communication: Handles client and vendor communication with confidence and refinement.

How to Apply

Qualified candidates should submit both a resume and a tailored cover letter outlining their relevant executive support experience to: careers@wildflowerhillco.com
Subject line: Executive Assistant Application – [Your Name]

Job Type: Part-time

Pay: $18.00 - $25.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• What is your highest level of education, and in what field?
• Do you have at least 3 years of experience supporting a senior executive? Please describe.
• How do you approach protecting an executive’s calendar while balancing client, team, and personal commitments?
• Share an example of a time you enforced professional boundaries to protect an executive’s time or focus.
• Which Microsoft 365 applications are you most proficient in, and how have you used them to manage schedules and workflows?
• Are you available for a hybrid schedule (remote in-person in Northern Virginia/DC Metro), with flexibility during evenings and weekends as needed?

Experience:

• Executive administrative support: 3 years (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Sterling, VA 20164 (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $18 - $25