Executive Assistant to CEO

About Denver Botanic Gardens

Founded in 1951, Denver Botanic Gardens stands as one of the premier botanical gardens in the U.S., recognized for pioneering water conservation efforts. Accredited by the American Alliance of Museums, it hosts extensive plant, natural history, and art collections alongside changing exhibitions. Situated on 24 urban acres, the Gardens offers enriching experiences for all ages, including education and conservation initiatives.

Core Values

• Sustainability: Commitment to environmental, institutional, and human sustainability.
• Diversity: Embracing inclusivity, equity, and accessibility, fostering both ecological and cultural diversity.
• Relevance: Engaging all audiences with inclusiveness and responsiveness.
• Transformation: Promoting positive change through evolving public garden experiences.

Position Summary

The Executive Assistant to the CEO acts as a key support resource ensuring smooth communication between staff, the CEO, and the Board of Trustees, managing the CEO's complex schedule, and coordinating special projects involving internal and external partners. This role requires professionalism, diplomacy, and the ability to manage diverse and sometimes sensitive tasks.

Key Duties

• Manage and maintain the CEO’s calendar, arrange meetings including catering, setup and cleanup, and handle travel planning.
• Proactively anticipate CEO’s administrative needs by organizing relevant documentation and taking independent decisions in their absence.
• Create and update ongoing tasks for the CEO, maintain filing systems, and prepare meeting materials.
• Draft communications such as emails and letters; organize logistics for visitors and VIPs.
• Track requests and priorities from other departments to ensure follow-through.
• Maintain up-to-date contact lists that include Trustees, donors, and key staff.
• Prepare and submit accurate expense reports promptly; monitor and manage the Administration department budget and invoice processing.
• Provide support for Board of Trustees meetings and leadership group schedules, including attendance, notices, and record-keeping.
• Handle confidential files and correspondence with discretion and proper archiving.
• Organize various events for stakeholders and manage special projects as assigned, including self-directed initiatives.
• Maintain positive working relations with colleagues and demonstrate a helpful, solution-focused attitude toward members and visitors.
• Regular onsite attendance is required; remote work is performance-based and subject to management approval.
• Employees must be dedicated to the Gardens’ mission, particularly connecting people with plants native to the Rocky Mountain area and similar regions.

Qualifications and Skills

• Proficiency in managing complex email and calendar systems, travel planning, and scheduling.
• High professionalism, confidentiality, and excellent interpersonal communication abilities.
• Expertise with Microsoft Office Suite (Word, Excel, PowerPoint), Outlook calendars, and meeting platforms like Teams and Zoom.
• Skilled in planning, executing projects, and coordinating multiple priorities with attention to detail.
• Ability to maintain confidentiality and good judgment in a fast-paced setting.
• Experience in customer service and ability to manage stress and flexible work hours, including evenings and weekends.
• Positive representation of the organization and commitment to collaboration and workplace safety.

Experience and Education

• Bachelor’s degree or an equivalent combination of education and experience.
• A minimum of 6 years in executive office support, including at least 3 years supporting a senior executive.
• Familiarity with CRM, room scheduling, and project management software is advantageous.

Additional Information

• Travel is required up to 10%, including to varied environments and remote locations.

Benefits

• Comprehensive medical, dental, vision, and life insurance plans.
• Flexible and healthcare spending accounts available.
• Retirement savings plan with a 6% company contribution after one year of service.
• Paid holidays, vacation, sick leave, plus access to disability coverage and employee assistance programs.
• RTD ECO pass and complimentary membership to Denver Botanic Gardens for eligible employees.
• Opportunities for education classes and summer concert tickets.
• A meaningful work experience beyond a paycheck, focused on community and environmental impact.