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Careers in the Plant SciencesExecutive Assistant to the Vice President of Conservation & ResearchAtlanta Botanical Gardens - Atlanta, GA, USA
Position Title:
Executive Assistant to the Vice President of Conservation & Research
Position Type:
Permanent Position
Application Review Begins:
Monday, April 15, 2024
Application Deadline:
Friday, June 14, 2024
Institution:
Atlanta Botanical Gardens
Department/Division:
Conservation and Research
Field (e.g., systematics):
City:
Atlanta, GA, USA
General Information:
PRINCIPAL FUNCTION: Reporting directly to the Vice President of Conservation & Research, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant additionally serves as a support for the Director of Applied Conservation and Director of Research and a point of contact for internal and external constituencies pertaining to the Conservation & Research Department’s Southeastern Center for Conservation. The Executive Assistant must be creative and enjoy supporting an active team that is mission-driven, results-driven, and scientifically focused.
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, strong accounting experience, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. Confidentiality and discretion is critical in this role.
Qualifications/Requirements:
Required Qualifications:
Bachelor’s Degree plus 5 years of Executive Assistant experience; 8-10 years of experience in lieu of Bachelor’s Degree may be considered. Experience in an executive environment, supporting leaders and executives as well as their teams Ability to handle confidential matters requiring discretion Highly proficient computer skills (including Google Suites; MS Office, Adobe Suites; virtual meeting platforms, project tracking software such as Monday.com). Familiarity with botanical/natural sciences and knowledge of conservation and botanical terminology is highly desirable Experience making international and domestic travel arrangements and coordinating on/offsite meetings Excellent verbal and written communication skills are required to properly draft and edit memorandums, correspondence, and presentations and interface with senior leaders. Organizational skills, exemplary stakeholder service skills, the ability to handle multiple tasks and priorities simultaneously, and the ability to work with independence and minimal supervision Demonstrated team player attitude, with a record of proactively taking initiative as appropriate Acute attention to detail Working knowledge of Spanish would be an asset Must have a valid driver’s license.
Responsibilities:
ROLES AND RESPONSIBILITIES:
Executive Support Completes a wide variety of administrative tasks for the VP of Conservation & Research, including managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence (sometimes confidential in nature), and arranging complex and detailed travel plans, itineraries, and agendas. Supports administrative tasks for the Directors. Coordinates all necessary arrangements for the VP upon scheduling appointments or attendance at meetings/conferences based on knowledge of the VP’s travel preferences Maintains the VP’s appointment calendar, schedules appointments, reminds the VP of meetings, briefs the VP on the subject matter prior to the meeting and makes the administrative arrangements as required Facilitate VIP visits for the VP and Directors. Plan and schedule visits, escort visitors to appropriate meetings and/or events, and arrange meals and accommodation. Manage and secure space to accommodate meetings and events using ABG conference areas and internal resources to include minor logistics. Collect and analyze data for special projects/reports while working together with other C&R team members to develop presentations, briefing materials, talking points, and award materials. Assists in the preparation and submission of cooperative agreements and Memorandum of Understanding. Support/manage yearly permit reporting for the US Fish and Wildlife Service, USDA Forest Service, and Natural Heritage Programs. Serve as primary point of contact for receiving incoming telephone calls and emails to the VP and Conservation & Research line and triaging the calls/emails as appropriate Intuitively understanding the VP and the Directors and anticipating their needs Manage multiple tasks concurrently and engage with various team members/ stakeholders/ reviewers to facilitate work streams and documentation Coordinate geographically dispersed teams and be able to do this remotely Prepare, process, and distribute project communications and information flow such as deliverables, reports, meeting minutes, submittals, action items, etc. Support developing Google slide presentations, executive summaries of meetings, and pre-meeting summary notes. Manage a part time Administrative Assistant for the Conservation & Research team
Application Instructions (submission methods, etc.):
Submit application on website
Compensation Range:
Contact Name:
Emily Coffey, ecoffey@atlantabg.org
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