Boyce Thompson Arboretum is hiring: Executive Assistant in Superior

Description Position Title: Executive Assistant Reports To: Executive Director Job Category: Full-time, Hour Location: On-Site Salary: $55,000/year; Full benefits About Us In 1924, the Boyce Thompson Arboretum (BTA) was founded by mining magnate William Boyce Thompson. The desert landscape inspired Boyce Thompson to create the arboretum with the mission of educating people about desert plants and their uses in an arid environment. This mission continues today, and the Boyce Thompson Arboretum has grown in mission and size over its 100-year history. As an independent non?profit organization, the arboretum is in Superior, Arizona, in the beautiful and stunning landscape of Picket Post Mountain and adjacent to the Tonto National Forest. The arboretum is located within 30 minutes of Mesa, AZ and 1 hour from downtown Phoenix. At 372 acres, BTA is the largest and oldest botanical garden in the state of Arizona. BTA holds a collection of 4,030 taxa and 30,000 plants. The Arboretum grounds provide a collection of plants from all over the worlds varied desert and dry lands, displaying them alongside native Sonoran Desert vegetation. Wildlife is abundant and visitors enjoy well?maintained hiking trails throughout the grounds. BTA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Responsibilities Responsible for managing the Executive Directors calendar, correspondence and electronic communication; drafts correspondence and ensures timely response; extends invitations on behalf of the Executive Director; and serves on committees as requested. Acts as a liaison to the Board of Directors and provides administrative support to all meetings and activities. This includes meeting set up, correspondence, minutes, maintaining Board contact lists and uploading documents to the Board portal. Provides administrative support to various Executive Team members as needed. Prepares the Executive Director for meetings, speaking engagements and events. Plans events as needed that support the activities of the Executive Director and the Arboretum. Provides planning, organization, and administrative support for special projects/assignments. Performs research, analysis and report preparation. Take on special projects and drive them to completion. Make independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of the company at various events, purchase of necessary department equipment, and creation and dissemination of various communications. Schedules travel for Sr. Leadership team/ staff and processes expense reports. Manage different and often conflicting schedules, projects and/or activities. Plans, organizes and provides administrative support for a variety of confidential correspondence, presentations and communications. Provides strategic assistance through participation in essential meetings, providing feedback and counsel when appropriate. Provides thorough meeting minutes and action items when needed. Sets priorities and timelines with the Executive Director and executes according to decisions. Assists the Executive Director and the Finance team with budget preparation and monitoring. Creates and monitors contracts as needed for a variety of projects and needs. Provides support for HR including but not limited to: maintaining employee data, planning employee engagement activities including events, training and communications. This list is not comprehensive, and other tasks not mentioned here may be required. Benefits Health Insurance, Dental Insurance PTO, 11 Paid Floating Holidays 401k, Paid Parental Leave Free BTA membership and employee discount in gift shop Employee options for Vision, Short?Term and Long?Term Disability and Life Insurance. Different eligibility requirements must be met, and employer contributions are generous, but contribution rates vary among different plan/benefits options. Requirements Education and Experience Bachelors Degree from an accredited institution. Three (3) years varied and increasingly responsible office and/or administrative support experience Minimum of one (1) year experience supporting an executive level position Must have a valid AZ Drivers License or ability to obtain one. Clean driving record required. Knowledge, Skills, and Abilities Strong verbal and written communication skills and ability to effectively work with a wide range of people. Ability to be proactive and strategic, takes initiative, and thinks strategically to align tasks with the executive's goals. Strong organization and time management skills that provide the ability to multitask, prioritize effectively, and manage the executive's time. Detail?oriented and possesses strong organizational and time?management skills to handle complex schedules and projects efficiently. Ability to solve problems, think critically, anticipate needs and resolve issues as they arise. Technical proficiency: A high level of computer literacy, especially with software like Microsoft Office (Word, Excel, PowerPoint), is required. Ability to remain composed and resourceful when managing shifting priorities and unexpected challenges. Ability to handle confidential information with integrity, discretion and trustworthiness. Physical Requirements Ability to operate computer and phones. Ability to communicate with fellow staff, applicants, stake holders, visitors, and donors. Ability to communicate both written and oral in the following scenarios: one?to?one, small, and large groups. Must be able to communicate in English. Ability to work at workstation for 8 hours a day. The ability to attend meetings held throughout campus. Occasionally required to lift and move items up to 20 pounds. #J-18808-Ljbffr