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Administrative Assistant, President's Office

3 months ago

Brooklyn, United States Brooklyn Botanic Garden Full time

**Position Title**:Administrative Assistant, President’s Office

**Department**: President’s Office

**Reports to**: Executive Assistant to the President

**Status**: Full-time, Non-exempt

**Grade**: 9

**Position Description**:
Brooklyn Botanic Garden (BBG) seeks a professional to support the President’s Office with all day-to-day activities and reception duties. The administrative assistant will be part of a two-person support team. Reporting to the executive assistant to the president, the administrative assistant supports the President’s Office with scheduling, logistics, reception duties, creating slide decks, and research projects. The administrative assistant will also help manage communications with external stakeholders, including tracking incoming correspondence and drafting responses.

This role requires strong organizational skills, the ability to navigate ambiguity, excellent writing skills, and a positive and proactive mindset. This person will work very closely with other members of the BBG team, and therefore must be highly collaborative, goal oriented, flexible, and communicative. Prior administrative experience in an office setting is highly desirable.

**Responsibilities**:

- Assist with managing day-to-day operations for the President’s Office, including but not limited to reception duties such as answering phones and greeting visitors.
- Assist with maintaining the president’s internal and external schedule of appointments with special attention to prioritization, based on the needs of the president. Assist with managing meeting logistics, including scheduling and technology management of remote and in-person sessions.
- Assist with ensuring the president is prepared for presentations and meetings by gathering and organizing materials created for the president by BBG staff members and other stakeholders.
- Assist with drafting written communications in the president’s voice and managing correspondence for the office.
- Provide backup coverage for the President’s Office when the executive assistant is out of the office.
- Assist the executive assistant in all administrative matters in the President’s Office as needed.
- Perform other related duties or special projects as directed.

**Qualifications**:

- Prior experience in an administrative support role, preferably in a nonprofit setting
- Excellent organizational skills and meticulous attention to detail
- Stellar writing skills
- Strong skills in collaboration, communication, integrity, diplomacy, and ability to handle confidential matters
- Proven ability to create professional-quality PowerPoint presentations; experience with graphic design a plus
- Assertiveness and ability to follow through.
- Strong problem-solving skills, particularly when under pressure
- Demonstrated ability to be flexible, including juggling multiple tasks at once
- Proficiency with Microsoft Office a must

**Compensation and Benefits**
- Salary Range - $44,000-$52,500
- BBG offers a comprehensive benefits package including:

- ** Health Insurance** that begins the date of hire; employees are offered coverage through the City of New York’s Office of Labor Relations and can choose from a variety of plans, some at no cost to the employee.
- ** Dental/Vision/Prescription Benefits**:

- ** Pre-Tax Benefits** including flexible spending, dependent care, transit/parking accounts
- ** CIRS Pension/401K/Life Insurance**: BBG is a member of the Cultural Institutions Retirement System (CIRS) and offers a pension and 401K plan for eligible employees. Life insurance is provided through CIRS as well.
- ** Life Insurance and Long-Term Disability Insurance**:

- ** Generous Paid Time Off** including sick time, vacation time, and 13 annual holidays
- As a 501(c)3, BBG is a Public Service Loan Forgiveness (PSLF) Eligible Employer.
- Museum Pass, which provides employees the opportunity to enter many museums in New York City for free

**Brooklyn Botanic Garden is an Equal Opportunity/Affirmative Action employer.