Executive Administrative Assistant - Horticulture

About Naples Botanical Garden

Naples Botanical Garden spans 170 acres and showcases tropical and subtropical flora from regions such as Brazil, the Caribbean, Southeast Asia, and Florida. Its mission focuses on connecting people with plants via displays, education, conservation, and applied science. The garden features native habitat restorations, cultivated gardens, trails, and programming for educational and recreational purposes. It operates as a 501(c)(3) nonprofit organization.

Role Overview

The Executive Administrative Assistant supports the Vice President of Horticulture by managing executive administrative tasks and enhancing departmental operations. This key role involves calendar management, communications handling, and coordination to help leadership concentrate on strategic objectives. Collaboration with horticulture leadership including the Director of Horticulture Operations and Curator of Collections is also part of the position.

Primary Responsibilities

• Manage the Vice President of Horticulture’s calendar by organizing meetings and key engagements.
• Handle and prioritize incoming communications such as emails and calls, responding or directing them appropriately.
• Oversee correspondence, reports, and documents needing the Vice President’s review, ensuring prompt follow-ups.
• Monitor and track commitments, deadlines, and action items.
• Prepare meeting materials, agendas, presentations, and briefing documents.
• Arrange business travel plans, including itineraries and lodging.
• Submit accurate and timely expense reports.
• Provide administrative support for departmental initiatives, including coordination of meetings, documentation, and communications.
• Assist in generating reports and presentations for board and leadership meetings, as well as annual planning.
• Record minutes, distribute notes and action items in meetings, and track follow-ups.
• Draft, edit, and format various internal communications and departmental documents.
• Maintain organized physical and digital filing systems for records, contracts, and permits.
• Manage departmental administrative procedures and document standards.
• Handle general administrative tasks like mail, deliveries, vendor documentation, purchase requests, and invoice routing.
• Coordinate onboarding and offboarding logistics including scheduling and preparation of materials.
• Participate in garden-wide events and other duties as required to foster departmental success.

Qualifications

• Associate degree and three to five years of administrative experience.
• Proven record supporting senior executives in a fast-paced environment preferred.
• Strong judgment and the ability to maintain confidentiality, with capability to work autonomously.
• Proficiency in Microsoft Office and aptitude to learn department-specific software platforms.
• Excellent organizational skills to handle multiple priorities while ensuring accuracy and professionalism.
• Outstanding written and verbal communication abilities.
• Ability to anticipate leadership needs and proactively offer support.
• Excellent interpersonal skills to foster teamwork and build professional relationships.
• Successful completion of a pre-employment background check is mandatory.

Compensation and Benefits

The position pays an hourly wage between $22.36 and $24.04. Benefits include medical, dental, vision, life insurance, retirement plan with matching contributions, short- and long-term disability coverage, paid time off, paid holidays, and unique garden-related perks.

Equal Opportunity Statement

Naples Botanical Garden is committed to equal employment opportunities and advances personnel solely based on qualifications without discrimination on any protected characteristic, including age, creed, gender, race, disability, veteran status, or other factors.