Executive Administrative Assistant to the President & CEO

Description

Classification: Non exempt

Organization Description:

Naples Botanical Garden is a 170-acre world-class paradise, featuring the flora and cultures of the tropics and sub-tropics including Brazil, the Caribbean, Southeast Asia, and Florida. The Garden’s mission is to connect people and plants through display, education, conservation, and applied science. The Garden has beautifully restored native habitats, cultivated gardens, walking trails, and public programming that offer education and enjoyment for people of all ages. Naples Botanical Garden is a 501(c)3 organization.

Position Summary: Supports the work of the President & CEO and organizes the interaction of executive staff leadership with the Garden’s most important constituents, including the Board of Directors, elected officials, governmental bodies, and leaders from universities, botanical gardens, and other science, conservation, and cultural organizations. Represents at meetings, interprets requests, relays information, responds to correspondence, and helps implement action in the President’s absence.

Requirements

Primary Duties and Responsibilities:

• Manages the communications, workflow, travel, budget, and organization of the President’s Office.
• Schedules executive calendars, including meetings, appointments, and speaking engagements.
• Prepares agendas, takes minutes, and follows up on action items from meetings.
• Manages correspondence, emails, and phone calls with professionalism. Drafts correspondence and other written material for executives.
• Conducts research, performs analysis, and compiles reports.
• Prepares presentations.
• Assists with event planning, project management, and coordination of various initiatives.
• Works closely with the Development team on the CEO’s involvement in fundraising.
• Coordinates the records and activities of the Board of Directors.
• Provides administrative support to the Chief Financial & Administrative Officer and Chief People Officer.
• Manages communications with professionalism and discretion.
• Maintains confidentiality and exercises discretion in handling sensitive information.
• Analyzes operating practices and makes recommendations for solutions to improve efficiency, accuracy, and effectiveness.

Requirements/Qualifications:

• Requires a minimum of 4-6 years of related experience, with potential pursuit of a professional qualification.
• Possesses proven experience as an executive assistant or in a similar role, including organizing meetings and events.
• Exhibits strong organizational, project management, and time management skills with attention to detail.
• Demonstrates ability to work independently and as part of a team.
• Communicates clearly, concisely, and accurately both orally and in writing.
• Shows proficiency in Microsoft Office products including Teams and utilizing virtual meeting software.
• Utilizes experience with constituent relationship management (CRM) and project management software/tools.
• Operates standard office equipment efficiently.
• Experience working with a non-profit Board of Directors, preferred.
• Proficiency in Spanish, preferred.
• A pre-employment background check is required.

Benefits:

• Medical
• Dental
• Vision
• Life Insurance
• Retirement Plan
• Short-Long Term Disability
• PTO
• Paid Holidays
• Garden Perks

Naples Botanical Garden is an Equal Opportunity Employer. The Garden has a long-standing policy of employment and advancement based solely upon qualifications to perform the essential elements of a position without regard to age, creed, gender, national origin or ancestry, race, color, religion, veteran status, pregnancy, marital status, HIV status, genetic information, sex, sexual orientation, handicap or mental or physical disability.