Executive Administrative Coordinator

Holden Forests & Gardens • Cleveland, OH

381d

About The Position

Holden Forests & Gardens seeks an Executive Administrative Coordinator to join our team. The Executive Administrative Coordinator provides high-level administrative support and serves as a trusted partner to the Vice President of Administration, the Vice President of Development, and the President and CEO, and by extension, members of the Leadership Team. Operating with a high degree of discretion, confidentiality, and diplomacy, this role will manage calendars, expenses, budgets, and document management. The Executive Administrative Coordinator schedules and coordinates activities for the Board of Directors and Leadership Team, such as regular meetings, special retreats, and other initiatives and projects. We are seeking an individual who is motivated, organized and can demonstrate a high level of accuracy. This position is based out of the Cleveland Botanical Garden in Cleveland, OH with regular travel to the Holden Arboretum in Kirtland, OH and the Leach Research Station in Madison, Ohio. We are looking for a team member who is collaborative and wants to do meaningful work in an organization that values diversity of thoughts and perspectives. Holden Forests & Gardens connects people with the wonder, beauty and value of trees and plants, to inspire action for healthy communities. HF&G strives for a welcoming workplace where everyone feels that they belong.

Requirements

• Demonstrate a passion for people, nature, and the environment
• High School diploma, Bachelor's degree a plus
• At least five (5) years of administrative, non-profit, or other business experience, required
• Highly proficient with use of Microsoft 365 products, specifically Outlook (email and calendar), Word, Excel, PowerPoint, SharePoint, and Teams
• Skilled in facilitating virtual and hybrid meetings (Teams, Zoom)
• Familiarity with cloud-based enterprise business applications for managing invoices, budgeting, CRM, and other business processes

Responsibilities

• Deliver excellent administrative coordination in support of Holden Forests & Gardens' mission, vision, and values
• Work with the President and CEO to schedule, manage logistics for, and support meetings and activities of Leadership Team. Take notes and track meeting outcomes and action items for follow-up
• Maintain the calendar and schedule of the President and CEO
• Support other Leadership Team members with scheduling and calendar management as needed
• Proactively assist the CEO with preparation for and follow-up to engagements and commitments
• Work closely with internal teams to ensure the CEO is well-prepared and resourced for all meetings and events
• Coordinate arrangements and serve as the point of contact for hosting the CEO's guests
• Work with the Development team to track, prompt, and support the CEO in portfolio management and donor communications
• Work with President and CEO and Vice President of Administration to manage all aspects of Board of Directors and committee meetings and activities, including annual scheduling, meeting planning, communications, minutes, and record-keeping
• Serve as a key point of contact with the Board of Directors and other community partners
• Coordinate special projects including events, presentations, tours, and other community engagement efforts of the President and CEO
• Coordinate with colleagues throughout the organization on projects as needed
• Assist in the preparation of reports, slide decks, and other communications. Draft, edit, and proofread clear written materials, including reports, presentations, correspondence, and other communications, ensuring alignment with organizational tone and messaging
• Respond to all communications (emails, phone calls, letters, etc.) as an extension of the President and CEO
• In partnership with the Vice President of Administration, manage requests for approval, including contract review and execution
• Manage invoices and routine administrative tasks as assigned, including the timely and accurate preparation of monthly finance and credit card reports and reconciliations
• Ensure that department records are properly maintained
• Order and receive office and hospitality supplies
• Manage travel arrangements for President and CEO and Vice President of Development
• Serve as backup Point of Contact for the Vice President of Administration and President and CEO
• Other projects and duties as assigned, including event planning assistance as time permits
• Maintain a valid driver's license and acceptable vehicle record and have the ability to reliably commute to the Cleveland Botanical Garden, Holden Arboretum, and Leach Research Station in Madison, Ohio

Benefits

• Medical, Dental, Vision Benefits
• Paid Time Off
• 8 Paid Holidays a year
• 403(b)
• Employee sponsored life insurance, long term disability and short-term disability
• Work in a beautiful environment within Greater Cleveland
• Discounts in our stores & cafes
• Free parking at both campuses anytime we are open
• Free admission to many Northeast Ohio Museums
• Free Employee Assistance Program
• And Much More!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Museums, Historical Sites, and Similar Institutions
• Education Level: High school or GED
• Number of Employees: 101-250 employees