Executive Assistant & Marketing Coordinator

Job Overview

At Bella Terra Hills (www.bellaterrahills.com), we are looking for a highly organized, proactive, creative, and detail-oriented person to become an essential part of our growing business and daily operations.

Bella Terra Hills is a unique blend of luxury hospitality, farm life, retreats, intimate weddings, workshops, creative projects, and community experiences. We are a small but very busy family-run business seeking someone who can step into a dynamic support role combining operations, marketing, administrative support, event coordination, and day-to-day business management.

This role is ideal for someone who thrives in fast-paced environments, enjoys variety in their workday, has strong communication skills, appreciates aesthetics and organization, and can help bring structure, consistency, and calm to many moving parts.

Main Areas of Responsibility

Property Operations & Coordination

• Coordinate with cleaners, maintenance staff, and vendors
• Help oversee Airbnb turnovers and ensure the property consistently meets Bella Terra Hills standards
• Perform walkthroughs and quality-control checks when needed
• Track inventory and restocking needs
• Assist with scheduling maintenance, repairs, and service appointments
• Help maintain organization of operational systems and calendars
• Ensure the farmhouse and event spaces remain visually beautiful, organized, and guest-ready

Events, Retreats & Wedding Coordination Support

• Respond to inquiries related to weddings, retreats, workshops, and private events
• Help organize event details and communication with clients and vendors
• Assist with timelines, preparation, and coordination leading up to events
• Create simple proposals, invoices, informational PDFs, and follow-up emails
• Support the overall client experience from inquiry to execution

Marketing, Social Media & Brand Support

• Create flyers, graphics, Instagram stories/posts, and promotional materials
• Assist with content creation and social media engagement
• Respond to social media inquiries and messages
• Help maintain a consistent online presence and brand voice
• Coordinate simple email marketing and newsletters
• Assist with photography/video coordination and content organization
• Help promote events, retreats, workshops, and experiences at Bella Terra Hills
• Help identify opportunities for collaborations, partnerships, and community outreach

Executive & Administrative Support

• Help manage emails, scheduling, and correspondence
• Assist with administrative tasks and organization
• Help prioritize ongoing projects and deadlines
• Coordinate appointments, meetings, and calendars
• Assist with research, errands, and miscellaneous tasks as needed
• Provide day-to-day operational support to help improve efficiency and reduce workload

Work Environment & Schedule

This is a full-time, primarily on-site position based at Bella Terra Hills.

While the schedule can be somewhat flexible, the expectation is approximately 40 hours per week with regular on-site presence. A standard schedule may be Monday through Friday from 9:00 a.m. to 5:00 p.m., though some flexibility may be possible depending on business needs and events.

Being physically present on the property is an important part of the role in order to:

• coordinate with staff and vendors,
• participate in weekly meetings,
• become deeply familiar with the property and operations,
• assist with content creation and marketing,
• and help maintain the overall quality and flow of the business.

Some evenings or weekends may occasionally be required depending on events and operational needs.

Ideal Candidate

We are looking for someone who:

• Is highly organized and proactive
• Has excellent written and verbal communication skills
• Is comfortable multitasking and adapting quickly
• Has strong attention to detail and high standards
• Is calm under pressure and solution-oriented
• Has a warm, professional, and positive personality
• Understands aesthetics, branding, and social media culture
• Is comfortable using technology and learning new systems
• Appreciates nature, beauty, creativity, and meaningful experiences

Bonus points for:

• Canva or social media experience
• Photography/content creation skills
• Hospitality, events, or luxury rental experience
• Interest in wellness, design, horses, farm life, or community-centered experiences

About Bella Terra Hills

Bella Terra Hills is a private farm and retreat estate in North Florida centered around hospitality, beauty, nature, creativity, and meaningful connection. Through luxury accommodations, intimate weddings, retreats, workshops, and special events, we strive to create experiences that help people slow down, reconnect, and feel inspired.

Disconnect to Reconnect.