Executive Assistant

Gardens of Golden Gate Park•San Francisco, CA

12d•$40 - $45•Hybrid

About The Position

The Gardens of Golden Gate Park, a unique public-private partnership, unites three historic gardens: the Conservatory of Flowers, the Japanese Tea Garden, and the San Francisco Botanical Garden. Our mission is to connect people to plants, the planet, and each other, cultivating a renowned destination for conservation, natural beauty, and community. We are seeking an experienced and highly motivated Executive Assistant (EA) to provide high-impact, proactive operating and administrative support to four Executive Team Members: Chief Financial Officer, Chief Experience Officer, Director of Advancement, and Chief of Staff. The EA will anticipate needs, remove friction, and enable the Executive Team to focus on strategic initiatives, fundraising, board development, and external relationships. This role requires exceptional discretion, judgment, professionalism, and communication skills, acting as an ambassador for the Gardens and the Executive Team. The EA will also champion organizational culture, inclusion, teamwork, and a visitor-centric approach.

Requirements

Progressive experience (5+ years) supporting executive leadership.
Experience with nonprofit board governance and stakeholder engagement.
Excellent written and verbal communication skills.
Highly proficient in Microsoft Office Suite: Outlook, Word, PowerPoint, and Teams.
Highly proficient in Adobe Acrobat.
Highly proficient in CRM and project management systems, such as Salesforce and Asana.
A track record of keeping confidentiality and experience working on critical matters.
Exemplifies highest standards of integrity, professionalism, discretion, personal accountability, and excellence.
Demonstrates emotional intelligence and self-awareness.
Inspires confidence and trust.
Genuinely enjoys engaging people; warm, approachable, and comfortable interacting with staff, board, high-level donors, and city leaders.
Highly collaborative: a team player able to motivate and organize staff, understanding departmental intersections within the institution to work towards shared goals.
Commitment and excitement to learn about the Gardens’ mission, vision, values, and collections.
Able to think strategically with a big picture, outcome-driven focus, staying connected to broad institutional goals, while also being detail and analysis oriented.
Proactively and strategically anticipates needs before issues arise.
Ability to work well in a fast-paced environment and under pressure to easily adapt to changing priorities; exercises good judgment and stays focused on overarching goals.
Strong communication and interpersonal skills; able to build collaborative relationships across a team and with external partners.
Demonstrates a genuine commitment to Justice, Equity, Diversity, and Inclusion (JEDI) and the ability to lead with an equity lens.
Upholds an unwavering commitment to great visitor experience and a genuine interest in the Gardens’ mission.
Must work at least 3 days a week onsite.
Must be able to work across all three Garden sites in varying weather conditions outdoors year-round and inside a tropical conservatory, as well as in shared office spaces.
Able to engage in a range of physical motions including standing or sitting at a desk or computer, walking on uneven surfaces, climbing stairs, and occasionally working outside in varying weather conditions.
Ability to manage risk, adhering to the Gardens’ safety and emergency protocols.

Responsibilities

Provide high-level administrative support to the Executive Team.
Calendar management for Chief Financial Officer, Chief Experience Officer, Director of Advancement, and Chief of Staff.
Track key initiatives to meet critical deadlines and deliverables, proactively following up to ensure progress.
Plan, organize, and prepare for meetings, including composing agendas, taking notes, and confirming logistics.
Prepare, edit, and format presentation slides, memos, reports, and other documents, adhering to brand guidelines.
Support the Chief of Staff in providing exceptional support for the Board of Directors, including preparing meeting packets and coordinating logistics for in-person and remote meetings.
Ensure and lead by example that the organization prioritizes a hospitality-driven, visitor-centric lens in all operations.
Assist in planning and provide day-of support for quarterly management team meetings and other staff gatherings.
Support and partner with the Executive Team and Senior HR Manager on Justice, Equity, Diversity, and Inclusion (JEDI) initiatives and strategic priorities.
Support donor-related activities that require occasional evening and weekend commitments.
Support organization-wide events such as Flower Piano, Lightscape, member events, and other programming and special projects, sometimes accommodating a flexible work schedule, including evenings and weekends.