Gilded Lily Designs is a thriving container gardening business based in Richmond, Virginia, specializing in custom planters, seasonal arrangements, and natural holiday decor. We help clients transform their outdoor spaces with beautiful, functional container gardens and empower them to connect to the outdoor world.
We're looking for a highly organized, proactive Assistant who will become the operational backbone of our business—someone who can handle everything from administrative tasks, light bookkeeping, customer communications, and vendor coordination. The ideal candidate will free up our founder to focus on design work, client consultations, and business growth.
Position Overview
This role will start as Executive Assistant with significant responsibility. You'll manage day-to-day administrative tasks, assist with customer communications, vendor coordination, light bookkeeping, and support the founder as needed.
Primary Responsibilities
Customer Service & Communication Management
- Monitor and respond to customer inquiries via email, website contact forms, and phone
- Assist in scheduling consultations and maintain the appointment calendar
- Follow up with leads and potential clients to convert inquiries into bookings
- Send order confirmations, care and watering instructions, and follow-up messages
- Handle customer service issues with professionalism, warmth, and problem-solving
Administrative & Project Management
- Create, send, and track invoices in CRM platform
- Manage accounts payable/receivable
- Track payroll hours and submit to accounting team
- Book travel for trade shows, supplier visits, or workshops
- Track seasonal project timelines and deadlines
- Coordinate any part-time helpers or seasonal staff scheduling
- Handle personal errands/tasks for the founder as needed
Vendor & Supplier Coordination
- Coordinate with nurseries and suppliers for plant and container sourcing
- Manage container vendor relationships
- Track container orders from inquiry to delivery/installation
- Coordinate delivery schedules and resolve logistics issues
- Handle warranty claims or quality issues with suppliers
- Create and maintain vendor database with pricing and contact information
Client Presentation Support
- Assist owner in developing professional client presentations
- Work with designer to create visually appealing presentation decks (PowerPoint/PDF)
- Organize and incorporate site photos; curate images of plant varieties, container options, and design examples for presentations
- Format pricing proposals and service packages professionally
- Organize digital asset library of project photos and design elements
Ideal Candidate Profile
Required Qualifications
Experience:
- 3+ years of executive assistant, operations management, or administrative assistant experience
- Proven track record supporting executives or business owners
- Previous corporate or professional background
Skills:
- Exceptional written and verbal English communication
- Light bookkeeping experience (experience with QuickBooks a plus)
- Highly organized with keen attention to detail and ability to manage multiple priorities
- Comfortable with technology: Google Workspace, project management tools, social media scheduling platforms, CRM systems
- Proactive problem-solver who anticipates needs and takes initiative
- Independent decision-maker with good judgment within defined guidelines
- Trustworthy with sensitive business and financial information
Highly Valued Skills
- Interest in or knowledge of gardening, horticulture, or landscape design
- Graphic design skills (Canva Pro, basic photo editing for social media)
- QuickBooks experience
- Excel experience
- Photography or content creation experience (videos, tutorials)
- Experience with social media platforms
- Experience working with Customer Relationship Management (CRM) software
Personal Qualities
- Takes initiative without constant oversight and anticipates needs
- Comfortable making decisions within defined parameters
- Adaptable and willing to learn new systems and processes quickly
- Detail-oriented while also seeing the big picture
- Calm under pressure, especially during busy seasons (spring/fall)
- Professional maturity to represent the brand with high-value clients
- Growth mindset with desire to expand responsibilities over time
- Warm, joyful personality
About Our Culture
We value:
- Self-starters and proactive thinking - We love people who see problems and solve them quickly
- Continuous improvement - We're always learning and getting better
- Humility - We stay grounded and open to feedback
- Kindness and professionalism - We treat customers, vendors, and each other with respect
Application Process
Please submit the following:
- Resume/CV highlighting your relevant experience
- Brief cover letter answering:
- Why are you interested in supporting a container gardening business?
- What's your experience in administrative support?
- Optional but encouraged: Short video introduction (1-2 minutes) showing:
- Your communication style and personality
- Why you'd be a great fit for this role
Job Type: Part-time
Pay: $20.00 - $23.00 per hour
Benefits:
Application Question(s):
- Please submit a brief Cover Letter outlining your experience and professional goals.
License/Certification:
- Driver's License (Required)
Ability to Commute:
- Henrico, VA 23229 (Required)
Work Location: Hybrid remote in Henrico, VA 23229
