Executive Assistant to the Vice President of Conservation and Research at ABG

[Ian Sabo]

The Southeastern Center for Conservation at the Atlanta Botanical Garden is pleased to announce that we are seeking applicants for an Executive Assistant to the Vice President of Conservation & Research. Applications will be reviewed on a rolling basis. Please see the full job description below: 

Job Title: Executive Assistant to the Vice President of Conservation & Research 

FLSA Status: Full time, exempt 

Posting Date: December 2021

Starting Date: January 2022

REPORTS TO: Vice President of Conservation & Research 

LOCATION: Atlanta, GA

 

PRINCIPAL FUNCTION: Reporting directly to the Vice President of Conservation & Research, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as a point of contact for internal and external constituencies pertaining to the Conservation & Research Department, Southeastern Center for Conservation. The Executive Assistant must be creative and enjoy working on an active team that is mission-driven, results-driven, and scientifically focused. 

 

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, strong accounting experience, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities. Confidentiality and discretion is critical in this role.

 

ROLES AND RESPONSIBILITIES:

Executive Support

• Completes a broad variety of administrative tasks for the VP of Conservation & Research  including: Managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence (sometimes confidential in nature) and arranging complex and detailed travel plans, itineraries, and agendas.
• Coordinates all necessary arrangements for the VP upon scheduling appointments or attendance at meetings/conferences based on knowledge of the VP’’s travel preferences
• Maintains the VP’s appointment calendar, schedules appointments, reminds the VP of meetings, briefs the VP on the subject matter prior to the meeting and makes the administrative arrangements as required
• Facilitate VIP visits for the VP and C&R team. Plan and schedule visits, escort visitors to appropriate meetings and/or events, arrange meals and accommodation. 
• Manage and secure space to accommodate meetings and events using ABG conference areas and internal resources to include minor logistics.
• Support, maintain, and analyze financial records and reporting for operational funds and select grant funding. 
• Collect and analyze data for special projects/reports while working together with other C&R team members in developing presentations, briefings materials, talking points, and award materials.
• Assists in the preparation and submission of cooperative agreements and Memorandum of Understanding.
• Support/manage yearly permit reporting for US Fish and Wildlife Service, USDA Forest Service, and Natural Heritage Programs. 
• Serve as primary point of contact for receiving incoming telephone calls and emails to the VP and Conservation & Research line and triaging the calls/emails as appropriate
• Serves as liaison between the VP and individuals in the C&R Department and/or other ABG Departments, and the general public
• Support the C&R team when they need help with planning larger meetings and workshops, invoice processing and management, reporting, etc.
• Intuitively understanding the VP and her team and anticipating their needs
• Coordinate and perform writing, editing, and issuance on deliverables for a variety of project execution and transformation efforts
• Manage multiple tasks concurrently and engage with various team members/ stakeholders/ reviewers to facilitate work streams and documentation
• Coordinate geographically dispersed teams and be able to do this remotely
• Prepare, process, and distribute project communications and information flow such as deliverables, reports, meeting minutes, submittals, action items, etc.

Required Qualifications: 

• Bachelor’s Degree plus 5 years of Executive Assistant experience; 8-10 years of experience in lieu of Bachelor’s Degree may be considered.
• Experience in an executive environment, supporting leaders and executives as well as their teams
• Highly proficient computer skills (including: MS Office, Google Suites; Adobe Suites; virtual meeting platforms, project tracking software such as Monday.com,) Experience with making international and domestic travel arrangements and coordinating on/offsite meetings
• Excellent verbal and written communication skills are required to properly draft and edit memorandums, correspondence and presentations and interface with senior leaders.
• Organizational skills, exemplary stakeholder service skills, the ability to handle multiple tasks and priorities simultaneously, and the ability to work with independence and minimal supervision
• Demonstrated team player attitude, with a record of proactively taking initiative as appropriate
• Ability to handle confidential matters requiring discretion
• Acute attention to detail
• Botanical/natural science or non-profit experience is strongly desired.
• Notary certification is highly desirable. 
• Knowledge of conservation and botanical terminology helpful
• Must have a valid Driver’s License. 

PHYSICAL REQUIREMENTS: Ability to spend long periods of time sitting at a computer/desk.  Must be able to lift and carry up to 50 lb. 

 

The above job duties and responsibilities describe the general nature and level of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory of all duties required of employees in this job.

 

The Atlanta Botanical Garden requires all staff to be fully vaccinated against COVID-19. Proof of COVID-19 vaccination is required prior to employment.

 

It is the policy of the Atlanta Botanical Garden to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, reasonable accommodations will be made for qualified individuals with disabilities.

 

Please email resume, cover letter, and list of three references to Careers at careers@atlantabg.org, all files should include applicants last name, document title, and title of the position you are applying for (Smith_Resume_VPExecutiveAssistant). 

 

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