Executive Administrative Assistant to the VP & CRO

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 Vice President & Chief Revenue Officer (CRO) by serving as their point person. This role accelerates the CRO’s productivity by helping manage time, commitment, and deliverables. This role is responsive and anticipates needs while proactively problem-solving potential issues. This role regularly interacts with donors via phone, email, and in-person. It represents the CRO at meetings, interprets requests, relays information, responds to correspondence, and helps implement action in the CRO’s absence.

Primary Duties and Responsibilities:

• Manages the communications and workflow of the CRO Office including email and to-do list.
• Manages CRO’s calendar, including meetings, appointments, and presentations.
• 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 CRO.
• Conducts research, performs analysis, and compiles reports.
• Prepares presentations for CRO to present at meetings.
• Prepares donor visit plans and packets for CRO’s donor meetings.
• Records CRO’s donor and constituent activity in CRM.
• Managers CRO’s credit card reconciliation and expense reports.
• Provides scheduling support for other members of CRO’s lead team as needed.
• Assists with event planning, project management, and coordination of various initiatives.
• 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 donors, preferred.
• Proficiency in Spanish, preferred.
• A pre-employment background check is required.

Benefits:

• Medical
• Dental
• Vision
• Life Insurance
• Retirement Plan
• Long - Short 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.