Executive Assistant

Job Type

Full-time

Description

Position Title: Executive Assistant

Hours: Full-time (35-40 hour workweek)

Role Classification: Regular with Benefits

Exemption: Non-Exempt

Reports to: Chief of Staff

Compensation: $39.50-$44.50 per hour

ABOUT THE GARDENS OF GOLDEN GATE PARK

The Gardens of Golden Gate Park unite three historic gardens—the landmark Conservatory of Flowers (1879), the Japanese Tea Garden (1894), and the 55-acre San Francisco Botanical Garden (1940)—featuring more than 10,000 different kinds of plants from around the world, from rare orchids and cloud forest species to California native plants and serene Japanese landscapes.

Our pioneering public-private partnership between the San Francisco Recreation & Parks Department and San Francisco Botanical Garden Society combines the city’s expertise in horticulture and facilities with the nonprofit’s strengths in visitor experience, education, philanthropy, membership, marketing, curatorial services, interpretation, and community engagement. Together, we connect people to plants, the planet, and each other, cultivating an internationally renowned destination where conservation, natural beauty, and community flourish.

Learn about our Mission. Get oriented with our Strategic Plan.

POSITION SUMMARY

The Gardens seek an Executive Assistant (EA) to support four Executive Team Members who report to the Chief Executive Officer (CEO), including: Chief Financial Officer, Chief Experience Officer, Director of Advancement, and Chief of Staff (COS).

The Executive Assistant plays a critical role in delivering high-impact, proactive operating and administrative support, promoting productivity and enabling greater organizational ease as a steady support for senior leaders. The Executive Assistant is an experienced, energetic, and highly motivated individual with strong organizational, communication, leadership, and interpersonal skills. The EA anticipates needs before problems arise – sometimes before those needs have been identified by others, removing friction and setting the team up for success.

The Executive Assistant enables the Executive Team to focus on strategic initiatives and partnerships, fundraising, board development, decision-making, and relationships with external constituencies. This role partners closely with the Executive Team to manage priorities, coordinate schedules, and ensure effective follow-through. The Executive Assistant supports day-to-day operational needs and fills in critical staffing gaps as necessary to ensure the organization runs smoothly and efficiently.

The EA is a champion of organizational culture and inclusion, fostering teamwork and collaboration and setting the tone for a high level of professionalism. The EA recognizes that both internally and externally, they are at all times an ambassador for the Gardens and Executive Team. Success in this role requires the highest level of discretion, judgment, and professionalism to handle highly confidential and critical matters; exceptional verbal and written communication skills; and a steadfast commitment to excellence.

RESPONSIBILITIES

• Provide high-level administrative support to the Executive Team.
• Calendar management for Chief Financial Officer, Chief Experience Officer, Director of Advancement, and Chief of Staff (COS manages the CEO’s calendar with support from EA).
• Track key initiatives to meet critical deadlines and deliverables in alignment with ET’s strategic priorities, proactively following up to ensure progress to completion.
• Plan, organize, and prepare for meetings: compose and collaborate to prepare agendas and notes, ensuring ET and their guests are fully prepared by confirming logistics, clarifying objectives, and providing necessary materials in advance.
• Prepare, edit, and format presentation slides, memos, reports, and other documents, ensuring the organization’s brand guidelines and organizational voice.
• Board of Directors: support the COS in providing high-level, exceptional, and prompt support for the Board of Directors. Work with COS to prepare meeting packets for timely distribution for in-person quarterly board meetings and annual board retreat. In partnership with events and operations teams, provide catering/technical support and room setup for in-person board meetings; support ET members in…