Department: Administration

Position Type: Full Time

Hourly or Salary: Salary

Pay range: $50,000-$65,000

Overview

Executive-level support for the Director of The Garden and Fairbanks Park at Newfields. Assist the Director in Master Plan implementation. Provide administrative support for the Garden and Park Committee of the Board of Trustees. Collaborate with the Director of Horticulture, the Greenhouse Manager, the Manager of Natural Resources, and the Administrative Coordinator to ensure smooth operations for the division of Horticulture and Natural Resources.

Responsibilities

Support the Director of The Garden and Fairbanks Park

• Email management, including correspondence on the Director’s behalf
• Management of extremely active calendar of appointments, including the prioritizing and scheduling of all meetings with both internal and external parties
• Attend meetings as directed on behalf of the Director
• Identify and prioritize tasks for the Director
• Prioritize conflicting needs; handle matters expeditiously and proactively
• Follow through on projects to successful completion, often with deadline pressures

• Arrange travel and accommodation for the Director as directed
• Manage financials, including credit card statement reconciliation and processing reimbursements
• Liaise with many departments across the organization on the Director’s behalf
• Assist the Director with donor relations, institutional advancement, and the campaign
• Assist as needed to help grow and track the Director’s donor relationships
• Schedule meetings and tours with donors
• Correspond with donors on the Director’s behalf
• Assist with the development of correspondence and the preparation of photos, packets, PowerPoints, and other materials as needed
• Provide information and project updates for grant proposals and reports
• Provide onsite support at various events and functions
• Schedule time for the Director to maintain and manage donor relations
• Collaborate as needed with the Director’s direct reports: the Director of Horticulture, the Greenhouse Manager, and the Manager of Natural Resources
• Assist the Director with project management and implementation of Newfields’ Master Plan
• Schedule meetings with various internal and external entities
• Coordinate with contractors, architects, and engineers to arrange site visits
• Attend Master Plan project update meetings and provide updates on the Director’s behalf; record and distribute action items as needed
• Attend meetings with external parties; track and distribute action items as needed
• Work with project managers to advance projects
• Add materials to Basecamp
• Work with Marketing to develop signage for projects
• Create capital purchase orders, pay invoices, track all project expenses, and assist with budget management
• Maintain and organize electronic files for each project
• Act as staff liaison for the Garden and Park Committee of the Board of Trustees
• Work with the Director and committee chair and to develop agendas and all supporting materials (presentation slides, handouts, etc.)
• Send invitations, calendar appointments, agendas, and other materials to all committee members and track attendance
• Attend all committee meetings; record and circulate minutes and resulting action items
• Maintain and organize electronic files, including committee documents such as goals and accomplishments, charter, and other materials

Required Skills

• Microsoft Office proficiency required
• Excellent attention to detail
• Superb organizational skills; ability to multi-task and manage competing priorities
• Strong interpersonal communication skills; must be comfortable communicating with people at all levels inside and outside the organization with professionalism and a collaborative approach; must be able to build relationships with stakeholders including staff, board members, external partners, and donors
• Ability to maintain absolute confidentiality in dealing with highly sensitive information
• Flexibility, efficiency, and “can-do” attitude

Educations and/or Experience

• Bachelor’s degree required
• 5-10 years related experience and/or training. High school diploma or GED equivalent required

Physical Demands of Work Environment

The physical demands and work environment characteristics described here are representative of that that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this hob, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/ or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color, vision peripheral vision, depth perception, and the ability to adjust focus.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.