Administrative Manager & Executive Assistant, Presidents Office

Summary:

Reporting directly to the President, the Administrative Manager & Executive Assistant provides executive support in a one-on-one working relationship. The Administrative Manager & Executive Assistant serves as the primary point of contact for internal and external contacts on all matters pertaining to the President's Office. The Administrative Manager & Executive Assistant also serves as a liaison to the board of directors and senior leadership; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Manager & Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential duties and responsibilities:

• Completes a broad variety of administrative tasks for the President including managing an extremely active calendar of appointments; completing expense reports: composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the President's schedule is followed and respected. Provides "gatekeeper" and Gateway" role, creating win-win situations for direct access to the President's time and office.
• Communicates directly, and on behalf of the President, with Board members, donors, and others, on matters related to President's initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with the senior leadership team.
• Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President.
• Successfully completes critical aspects of tasks with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the company.
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities.
• Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.

• Behaves and communicates in a manner that promotes and fosters a culture of teamwork and cooperation, within our division and throughout the Garden, with co-workers, supervisors/managers, volunteers, visitors and employees.

• Performs other duties as assigned.

Supervisory Responsibilities:

• This position supervises the President's office Administrative support team

Board Support and Liaison

• Maintains discretion and confidentiality in relationships with all board members.

Communications, Partnerships, and Outreach

• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general

Core Competencies:

• Communication: Combines listening skills, verbal and written communication skills and visitor relation skills.
• Collaboration: Incorporates teamwork, mutual respect, active engagement, cooperation and visitor focus.
• Accountability: Initiative to take ownership of responsibilities, the ability to prioritize and the working knowledge and skills to take action.
• Problem Solving: Blends problem solving skills, judgement and decision making skills along with creativity and resourcefulness.
• Stewardship: Merges the practical application of the Garden values and support for a positive organizational climate.

Experience/Qualifications:

• Minimum of five to seven (5-7) years' experience in a related field.

• Considerable flexibility of methods required to meet department's goals.
• Exceptional customer service skills required.
• Demonstrated ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner.

• Must be punctual, dependable, self-starter, and possess the ability to effectively multi-task and work under minimal supervision.

• Considerable planning is required to complete tasks.
• Understanding interdepartmental functions is essential to ensure that and objectives are met.
• Advanced keyboard typing proficiency.
• Requires both administrative and technical knowledge and frequent interaction with employees and external partners and customers.
• Demonstrates highest level of professional and ethical conduct; knowledge and understanding of organizational policies, procedures and systems.
• Exceptional demonstrated project management, organizational, time management skills, problem-solving and conflict resolution skills required; ability to work independently with little instruction; coordinate and prioritize multiple tasks, set deadlines; complete projects in a timely manner; and maintain confidentiality.
• Originality and initiative are important as well as the ability to work under unusual or extreme pressures.
• Scheduling flexibility is required to work occasional evenings and weekends.
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receiveall vaccinationsas recommended by your healthcareprovider prior to hire date.The Garden reserves the right to require future proof of current vaccination status, based onlocalhealth department guidelines. When international travel is necessary for Garden business, staff must be able to obtainrequired travel clearances, driving permits, andvaccinationsfor all countries where travel is required.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• Bachelor of Science degree in business administration or related field.
• An equivalent combination of education, skills, and experience may be considered.

Other Skills and Abilities: N/A

Language Skills:

• Ability to communicate effectively in English (oral and written).

Mathematical Skills:

• Proficient math aptitude - Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals, etc.

Reasoning Ability:

• Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.

Computer Skills:

• Proficient experience navigating through various PC applications including, but not restricted to, Microsoft Office suite (i.e., Outlook, Access, Excel, Word).

• Solid Internet research skills required.

Certificates, Licenses, Registrations: N/A.

Physical Demands:

• Ability to utilize computer keyboard (typing), walk about facility frequently throughout workday, and sit for extended periods of the workday (may sit up to 75% of workday).

• Ability to occasionally lift and carry up to 20 pounds.

• Requires extensive speaking and interaction with people.

Work Environment:

• Quiet indoor office setting, shared by multiple staff.
• Noise level in the work environment is usually moderate.

• Occasional off-site meetings will be required.
• Communicates with individuals in person, via telephone and in writing; thus, strong verbal, interpersonal and written communication skills are required.

Contacts with Individuals/Organizations inside/outside the Garden:

• Employees, Volunteers, Guests, and Vendors

Supervisor: President