Executive Assistant

Position Title: Executive Assistant

Reports To: Executive Director

Job Category: Full-time, Hour

Location: On-Site

Salary: $50,000/year; Full benefits

The Boyce Thompson Arboretum is seeking an Executive Assistant that is passionate about working for a nonprofit and working with a dedicated team of people. The Executive Assistant reports to the Executive Director and is responsible for providing comprehensive executive level administrative support and acting as a liaison to the Board of Directors. The incumbent will provide support, coordination and oversight of administrative processes for the Executive Director, Sr. Leadership Team and the Arboretum. The Executive Assistant prioritizes, organizes, coordinates and oversees the Executive Director's administrative and office details, tasks and functions ensuring effective and efficient office operations while maintaining confidentiality of a variety of information. This position acts as a liaison for the Board of Directors and provides administrative support for Board Committee meetings and Board meetings. In addition, the Executive Assistant serves as a liaison with Arboretum staff, board members, donors, community members, government agencies and external partners. Project Management is an important aspect of this position, and the Executive Assistant may be responsible for providing oversight and support for a variety of projects with minimal supervision

ABOUT US

In 1924, the Boyce Thompson Arboretum (BTA)was founded by mining magnate William Boyce Thompson. The desert landscape inspired Boyce Thompson to create the arboretum with the mission of educating people about desert plants and their uses in an arid environment.

This mission continues today, and the Boyce Thompson Arboretum has grown in mission and size over its 100-year history. As an independent non-profit organization, the arboretum is in Superior, Arizona in the beautiful and stunning landscape of Picket post mountain and adjacent to the Tonto National Forest. The arboretum is located within 30 minutes of Mesa, AZ and 1 hour from downtown Phoenix. At 372 acres, BTA is the largest and oldest botanical garden in the state of Arizona. BTA holds a collection of 4,030 taxa and 30,000 plants. The Arboretum grounds provide a collection of plants from all over the world's varied desert and dry lands, displaying them alongside native Sonoran Desert vegetation. Wildlife is abundant and visitors enjoy well maintained hiking trails throughout the grounds. It is not uncommon to see javelina, bobcat and a variety of native and migratory birds while working, hiking, and enjoying the grounds. BTA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

BENEFITS

• Health Insurance, Dental Insurance
• PTO, 11 Paid Floating Holidays
• 401k, Paid Parental Leave
• Free BTA membership and employee discount in gift shop
• Employee options for Vision, Short-Term and Long-Term Disability and Life Insurance. Different eligibility requirements must be met, and employer contributions are generous, but contribution rates vary among different plan/benefits options.

RESPONSIBILITIES:

• Responsible for managing the Executive Director's calendar, correspondence and electronic communication; drafts correspondence and ensures timely response; extends invitations on behalf of the Executive Director; and serves on committees as requested.
• Acts as a liaison to the Board of Directors and provides administrative support to all meetings and activities. This includes meeting set up, correspondence, minutes, maintaining Board contact lists and uploading documents to the Board portal.
• Provides administrative support to various Executive Team members as needed.
• Prepares the Executive Director for meetings, speaking engagements and events. Plans events as needed that support the activities of the Executive Director and the Arboretum.
• Provides planning, organization, and administrative support for special projects/assignments.
• Performs research, analysis and report preparation.
• Take on special projects and drive them to completion.
• Make independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of the company at various events, purchase of necessary department equipment, and creation and dissemination of various communications.
• Schedules travel for Sr. Leadership team/ staff and processes expense reports.
• Manage different and often conflicting schedules, projects and/or activities.
• Plans, organizes and provides administrative support for a variety of confidential correspondence, presentations and communications.
• Coordinates and provides organizational and copy edit support for Desert Plants publication that is sent to members.
• Provides strategic assistance through participation in essential meetings, providing feedback and counsel when appropriate.
• Provides thorough meeting minutes and action items when needed.
• Sets priorities and timelines with the Executive Director and executes according to decisions.
• Assists the Executive Director and the Finance team with budget preparation and monitoring.
• Creates and monitors contracts as needed for a variety of projects and needs.
• Provides support for HR including but not limited to: maintaining employee data, planning employee engagement activities including events, training and communications.
• This list is not comprehensive, and other tasks not mentioned here may be required.

EDUCATION AND EXPERIENCE

• Bachelor's Degree from an accredited institution.
• Three (3) years varied and increasingly responsible office and/or administrative support experience
• Minimum of one (1) year experience supporting an executive level position
• Must have a valid AZ Driver's License or ability to obtain one. Clean driving record required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to effectively utilize a variety of electronic programs and databases.
• Ability to take detailed minutes, analyze and track data through a variety of tools including but not limited to Excel, google sheets and donor databases.
• Detail-oriented, collaborative manner, and strong work ethic.
• Ability to work as part of a team.
• Ability to demonstrate initiative, establish priorities, and meet deadlines.
• Excellent interpersonal and customer service skills.
• Excellent written and oral communication skills.

PHYSICAL REQUIREMENTS

• The physical abilities and work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ability to operate computer and phones.
• Ability to communicate with fellow staff, applicants, stake holders, visitors, and donors. Communication will include one-to-one, small, and large group communication. Communications need to be in English. Communication means both written and oral communication.
• Ability to work at workstation for 8 hours a day.
• The ability to attend meetings held throughout campus.
• Occasionally required to lift and move items up to 20 pounds.