Executive Assistant

Boyce Thompson Arboretum•Superior, AZ

27d•$55,000 - $60,000•Onsite

About The Position

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.

Requirements

Bachelor's Degree in Business Administration, Office Administration, or related field.
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.
Strong verbal and written communication skills and ability to effectively work with a wide range of people.
Ability to be proactive and strategic, takes initiative, and thinks strategically to align tasks with the executive's goals.
Strong organization and time management skills that provide the ability to multitask, prioritize effectively, and manage the executive's time.
Detail-oriented and possesses strong organizational and time-management skills to handle complex schedules and projects efficiently.
Ability to solve problems, think critically, anticipate needs and resolve issues as they arise.
High level of computer literacy, especially with software like Microsoft Office (Word, Excel, PowerPoint, SharePoint, Outlook), is required.
Ability to remain composed and resourceful when managing shifting priorities and unexpected challenges.
Ability to handle confidential information with integrity, discretion and trustworthiness.
Ability to handle competing priorities, fast paced work environment and changes in scheduling and tasks.
Ability to communicate with fellow staff, applicants, stakeholders, 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 communicate with fellow staff, applicants, stakeholders, 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 in a sedentary position for up to 8 hours at a time.
Must be able to occasionally work on weekends, evenings, and holidays.
Ability to lift 10 pounds. During special events activities, may be required to lift up to 50 pounds with assistance.
Must have the ability to walk short distances and move throughout the arboretum office and grounds, occasionally traverse uneven terrain and hiking conditions, and perform repetitive movement of the wrists, hands, and/or fingers.
Fully functional vision is required to perform essential duties of the position (prescription lenses are acceptable).

Responsibilities

Managing the Executive Director’s calendar, correspondence and electronic communication; drafting correspondence and ensuring timely response; extending invitations on behalf of the Executive Director.
Acting as a liaison to the Board of Directors and providing administrative support to all meetings and activities, including meeting set up, correspondence, minutes, maintaining Board contact lists and uploading documents to the Board portal.
Providing administrative support that includes filing both in paper and electronic systems, maintaining databases and electronic spreadsheets and other basic office tasks as needed.
Preparing the Executive Director for meetings, speaking engagements and events. Planning events as needed that support the activities of the Executive Director and the Arboretum.
Providing planning, organization, and administrative support for special projects/assignments.
Taking on special projects and driving them to completion.
Assisting the HR Generalist and Safety Officer with maintaining safety records and updating materials as needed.
Supporting program and conservation activities as needed, including scheduling working group meetings, event planning, meeting facilitation, minutes and follow up.
Making independent decisions and judgments on areas of responsibility with limited supervision.
Scheduling travel for Sr. Leadership team/ staff and processing expense reports.
Managing different and often conflicting schedules, projects and/or activities.
Planning, organizing and providing administrative support for a variety of confidential correspondence, presentations and communications.
Providing thorough meeting minutes and action items when needed.
Setting priorities and timelines with the Executive Director and executing according to decisions.
Assisting the development Department with donor engagement and correspondence as it relates to the Executive Director.
Providing support for HR including but not limited to: maintaining employee data, planning employee engagement activities including events, training and communications.
Maintaining confidentiality throughout the organization both internal and externally.
Interacting in a professional manner with external and internal stakeholders to accomplish assigned tasks.