Administrative Assistant - Victoria, BC

Administrative Assistant

About Eden Projects Ltd.:

We are one of Vancouver Island's premier outdoor living space design and build studios. Based in Victoria, BC, we specialize in bespoke custom residential landscapes, from complex multi-phase builds to curated garden renovations. We are a design-led, plant-driven studio with over 20 years of experience.

The Opportunity:

This role sits at the intersection of finance, operations and sales, keeping project budgets accurate, our sales pipeline moving, and our teams working from the same up-to-date information. You'll track project-level finances, support timesheet administration, coordinate with subcontractors, and manage inbound leads from first inquiry through to handoff. You will keep our systems in JobTread, Trello, and Google Drive clean and up to date. Landscape or construction experience isn't necessary, though it's a definite advantage. Successful candidates will be required to illustrate transferable skills, high standards, and the kind of calm, purposeful energy that makes a fast-moving studio feel effortless from the inside.

What You'll Own:

• Project-level financial tracking: including budgets, expenses, time reports, project audits and subcontractor costs

• Preparing internal budget summaries and client-facing financial reports, flagging discrepancies or overruns to Project Managers

• Coordinating with subcontractors to collect status reports, invoices and required documentation, and ensuring costs are assigned to the right project, and flagging overages, need for clarification, etc.

• Supporting the Creative Director and Studio Coordinator with budget estimation, resourcing, cost confirmations on design and build projects

• Managing inbound sales leads, from prompt initial follow-up through to scheduling Discovery Visits

• Maintaining accurate records across the sales funnel and supporting a smooth handoff from Sales to Design and Build management.

• Assist in resourcing and municipal correspondence related to project work, development applications etc.

• Preparing client proposals and managing project files and folders in JobTread and Google Drive

• Preparing Retroactive folders for operational purposes as well as social media, award applications, magazines and more.

• Creating and supporting marketing materials, media content, networking presentations and general brand ambassadorship.

• Supporting process improvements and maintaining SOPs for financial, project and sales workflows

• General administrative support including data entry, file management and correspondence

What We Offer:

• $42,000 - $48,000/yr depending on experience

• Hybrid role, remote flexibility with collaborative in-person time at Eden HQ

• 50% employer paid comprehensive benefit package including medical, dental, vision after 90 days

• Annual performance bonus tied to measurable company-wide growth

• Work/life balance, we genuinely mean it. Flexibility is real here, provided the team is set up for success

• Company events, networking in both local and remote locations

• A studio culture built on accountability, belonging, and the belief that great work happens when great people feel supported

What We're Looking For:

• Experience working in project-based finance, operations, AP/AR or sales coordination

• Strong organizational skills and attention to detail

• Confident working with budgets, spreadsheets and reporting tools

• Clear written and verbal communication for client- and subcontractor-facing work

• Proficiency with Google Workspace; experience with JobTread, Trello or similar project management tools

• Comfortable juggling multiple workflows across finance, sales and admin without losing accuracy or momentum

You'll Thrive Here If You:

• Are detail-oriented and enjoy bringing order to complex, moving pieces

• Are self-directed and proactive, with the confidence to flag issues before they become problems

• Are comfortable being the glue between finance, sales, design and build teams

• Own your commitments and don't wait to be chased

• Are comfortable in a creative, trades-adjacent environment

Our values: Enthusiasm. Accountability. The 3Cs, Contribution, Collaboration, Community. If those words feel like home, we'd love to hear from you.

How To Apply:

Send your resume and a brief note about why this role speaks to you to: apply@riverstonemanagement.com

At Eden Projects, we are committed to creating an inclusive and diverse workplace. We welcome applications from candidates of all backgrounds and experiences.

Job applicants must be legally entitled to work in Canada to be considered for this position. We appreciate your interest in Eden Projects. While we review all applications carefully, only shortlisted candidates will be contacted.