Executive Administrative Assistant - Horticulture

Description

Salary Description: $22.36 - $24.04 hourly

Classification: Non-Exempt

Organization Description

Naples Botanical Garden is a 170-acre world-class paradise, featuring the flora and cultures of the tropics and sub-tropics including Brazil, the Caribbean, Southeast Asia, and Florida. The Garden’s mission is to connect people and plants through display, education, conservation, and applied science. The Garden has beautifully restored native habitats, cultivated gardens, walking trails, and public programming that offer education and enjoyment for people of all ages. Naples Botanical Garden is a 501(c)3 organization.

Position Summary: The Executive Administrative Assistant provides high-level administrative support to the Vice President of Horticulture and ensures the efficient operation of executive and departmental administrative functions. This role is responsible for managing schedules, communications, and administrative workflows, enabling leadership to focus on strategic priorities. 

This position collaborates closely with the Director of Horticulture Operations and Brian Holley Curator of Collections and provides administrative support to the broader horticulture leadership team as needed. The Executive Administrative Assistant serves as a key administrative partner to ensure effective communication, organization, and follow-through. 

Primary Duties and Responsibilities:

Executive Support

• Manage the Vice President of Horticulture's calendar, including scheduling meetings, appointments, and key commitments. 
• Coordinate and prioritize incoming communications, including emails and phone messages, responding or routing as appropriate. 
• Monitor correspondence, reports, and documents requiring review or approval, ensuring timely follow-up. 
• Track commitments, action items, and deadlines on behalf of the Vice President of Horticulture. 
• Prepare agendas, briefing materials, presentations, and other documents for meetings and leadership initiatives. 
• Coordinate business travel, including itineraries, accommodations, and logistics. 
• Prepare and submit expense reports accurately and in a timely manner.

Departmental Support

• Provide administrative support for departmental projects and strategic initiatives by coordinating schedules, meeting logistics, documentation, and communications.
• Support the preparation of reports, presentations, and documentation for Board meetings, leadership meetings, annual planning sessions, and other organizational initiatives. 
• Attend meetings as needed to record, organize, and distribute meeting notes and action items, and monitor the completion of assigned follow-up items. 
• Draft, edit, and format internal communications, reports, presentations, and other departmental correspondence.
• Maintain organized electronic and physical filing systems for departmental records, contracts, permits, and other documentation. 
• Maintain departmental administrative procedures, templates, and document standards. 
• Coordinate general administrative support for the horticulture leadership team. 
• Manage departmental mail, deliveries, and general office logistics. 
• Assist with purchase requests, invoice routing, vendor documentation, and other routine administrative processes.
• Coordinate onboarding and offboarding logistics for horticulture staff, including scheduling and preparation of materials. 
• Participate in Garden-wide events and departmental activities as needed.

Other Duties

• Perform other administrative duties as assigned to support departmental effectiveness. 

Requirements/Qualifications:

• Associate’s degree plus 3–5 years of administrative experience. 
• Experience supporting senior executives in a dynamic, fast-paced environment preferred.
• Ability to exercise high level of sound judgement, maintain confidentiality, and work independently with minimal supervision.
• Experience using Microsoft Office Suite and the ability to learn department-specific software and technology platforms.
• Effectively manage multiple priorities and deadlines while maintaining a high level of accuracy and professionalism. 
•  Excellent written and verbal communication skills. 
• Ability to anticipate needs and proactively support leadership. 
• Strong interpersonal skills and ability to build relationships across teams. 
• Pre-employment background check required.

Benefits:

• Medical
• Dental
• Vision
• Life Insurance
• Retirement Plan with matching
• Short-Long Term Disability
• PTO
• Paid Holidays
• Garden Perks

Naples Botanical Garden is an Equal Opportunity Employer. The Garden has a long-standing policy of employment and advancement based solely upon qualifications to perform the essential elements of a position without regard to age, creed, gender, national origin or ancestry, race, color, religion, veteran status, pregnancy, marital status, HIV status, genetic information, sex, sexual orientation, handicap or mental or physical disability.