Administrative Assistant

Job Description

Reporting to the Executive Assistant to the Vice President of Conservation & Research, the Administrative Assistant provides support to the daily operations of the Conservation & Research department. The Administrative Assistant must be detail-oriented and enjoy working on an active team that is mission-driven, results-driven, and scientifically focused.
The ideal candidate will provide essential support in managing daily administrative tasks, ensuring efficient office operations, and contributing to a productive work environment. They will have demonstrated accounting skills and fluency in using Google Sheets and the Google Suite. They will be organized, adaptable, and capable of handling a variety of responsibilities.

Duties & Responsibilities

Completes a wide variety of administrative tasks for the Conservation & Research department, including but not limited to:
• Reviews monthly statements for Conservation & Research team credit card holders, assisting the accounting department in maintaining current and accurate accounts.
• Assists project leads in managing project budgets, ensuring accuracy, proper use, and timely upkeep.
• Creates and maintains detailed databases and reports on team activity and information for administrative purposes.
• Handles sensitive information with discretion to maintain confidentiality and security in compliance with organization privacy policies, regulations, and applicable legal standards.
• Assists senior department staff with calendar management, communication, and reporting, both internal and external.
• Coordinates travel arrangements for senior department staff and team members as required, both domestic and international.
• Assists with onboarding of new employees and periodic staff training.
• Facilitates garden visits and tours for guests of the Conservation & Research team.
• Receives and distributes department mail and packages daily.
• Collaborates with administrative staff and team members to assist with projects as needed.
• Prepares, reviews, and disseminates project communications and reports, including but not limited to project deliverables, annual reports, and meeting minutes.
• Manages inventory and resupply of team uniforms and office supplies.
• Manages common areas and office equipment, occasionally working with maintenance and external vendors to ensure quality upkeep.
• Reserves and manages spaces for team meetings and events.
• Provides occasional support to the C&R team with larger events, conferences, and workshops, coordinating with external vendors and department guests as required.
• Manages department vehicle usage, registration, and maintenance.
• Assists in the maintenance and archiving of department files, both physical and digital.
• Assists in the preparation of invoices and budget requests for external vendors.

Education and Experience

• Demonstrated accounting skills and fluency in using Google Sheets and the Google Suite required
• A bachelor’s degree plus 3 years of administrative experience; 5-8 years of experience in lieu of a bachelor’s degree may be considered
• Highly proficient computer skills (including Google Suite, Monday.com or similar project management software, Adobe applications, and virtual meeting platforms)
• Experience with making international and domestic travel arrangements and coordinating onsite and offsite meetings.
• Excellent verbal and written communication skills are required to draft and edit internal and external communications and presentations for collaboration with senior leaders.
• Excellent organizational skills, the ability to handle a personal schedule with good task prioritization, and the ability to work independently with minimal supervision
• Demonstrated team player attitude, with the ability to both lead and assist as necessary for the betterment of the team.
• Acute attention to detail.
• This is an office-based position. However, subject to scheduling needs, a hybrid of 4 days of work in-office and 1 day remote may be scheduled.
• Knowledge of conservation and botanical terminology is helpful but not required.
• Must have a valid Driver’s License.

Application Instructions

Please send resumes to the following link:

https://recruiting.paylocity.com/Recruiting/Jobs/Details/3040387