Executive Administrative Assistant - Horticulture

Naples Botanical Garden Inc•Naples, FL

4d•$22 - $24

About The Position

The Executive Administrative Assistant provides high-level administrative support to the Vice President of Horticulture and ensures the efficient operation of executive and departmental administrative functions. This role is responsible for managing schedules, communications, and administrative workflows, enabling leadership to focus on strategic priorities. This position collaborates closely with the Director of Horticulture Operations and Brian Holley Curator of Collections and provides administrative support to the broader horticulture leadership team as needed. The Executive Administrative Assistant serves as a key administrative partner to ensure effective communication, organization, and follow-through.

Requirements

Associate’s degree plus 3–5 years of administrative experience.
Experience using Microsoft Office Suite and the ability to learn department-specific software and technology platforms.
Effectively manage multiple priorities and deadlines while maintaining a high level of accuracy and professionalism.
Excellent written and verbal communication skills.
Ability to anticipate needs and proactively support leadership.
Strong interpersonal skills and ability to build relationships across teams.
Pre-employment background check required.

Nice To Haves

Experience supporting senior executives in a dynamic, fast-paced environment preferred.
Ability to exercise high level of sound judgement, maintain confidentiality, and work independently with minimal supervision.

Responsibilities

Manage the Vice President of Horticulture's calendar, including scheduling meetings, appointments, and key commitments.
Coordinate and prioritize incoming communications, including emails and phone messages, responding or routing as appropriate.
Monitor correspondence, reports, and documents requiring review or approval, ensuring timely follow-up.
Track commitments, action items, and deadlines on behalf of the Vice President of Horticulture.
Prepare agendas, briefing materials, presentations, and other documents for meetings and leadership initiatives.
Coordinate business travel, including itineraries, accommodations, and logistics.
Prepare and submit expense reports accurately and in a timely manner.
Provide administrative support for departmental projects and strategic initiatives by coordinating schedules, meeting logistics, documentation, and communications.
Support the preparation of reports, presentations, and documentation for Board meetings, leadership meetings, annual planning sessions, and other organizational initiatives.
Attend meetings as needed to record, organize, and distribute meeting notes and action items, and monitor the completion of assigned follow-up items.
Draft, edit, and format internal communications, reports, presentations, and other departmental correspondence.
Maintain organized electronic and physical filing systems for departmental records, contracts, permits, and other documentation.
Maintain departmental administrative procedures, templates, and document standards.
Coordinate general administrative support for the horticulture leadership team.
Manage departmental mail, deliveries, and general office logistics.
Assist with purchase requests, invoice routing, vendor documentation, and other routine administrative processes.
Coordinate onboarding and offboarding logistics for horticulture staff, including scheduling and preparation of materials.
Participate in Garden-wide events and departmental activities as needed.
Perform other administrative duties as assigned to support departmental effectiveness.