The Dallas Arboretum and Botanical Garden (DABG) has been recognized as one of the most beautiful display gardens in America, and has 17 major gardens, and 29 smaller ones and 2 signature gardens throughout its 66 acres. These are A Tasteful Place, a fruit, herb and vegetable teaching garden and The Rory Meyers Children’s Adventure Garden, an 8-acre outdoor science museum teaching life and earth science principles in an engaging way. As the number one rated visitor destination in Dallas by Trip Advisor, DABG is known for five seasonal color change outs, enabling the garden to have year- round color. DABG is a major non-profit beloved by the Dallas community and has a budget of $34 million, average visitation of a million guests a year and a membership household base of more than 45,000.

JOB SUMMARY: 

Provide detailed and confidential administrative support to the President and CEO while helping manage the DABG board of directors’ meetings throughout the year. Process expenses and invoices in a timely manner and maintain the President’s schedule. Interact actively with board directors and key City personnel to assure documents, reports, mailings, and access are administered according to the President’s directions. Provide support on strategic initiatives to ensure smooth operations and execution of tasks aligned with the President & CEO’s objectives.

DUTIES AND RESPONSIBILITIES: 

• Provide executive administrative support to the President & CEO, including composing, editing, and typing correspondence, drafting letters, preparing communications. 
• Managing the President’s calendar, including making appointments and prioritizing the most sensitive matters.
• Preparing reports, answering phone calls in a polite and professional manner, maintaining filing systems, scheduling appointments, transcribing minutes for meetings.
• Performing minor accounting duties such as processing/authorizing relevant invoices/purchases for the Executive office.
• Schedule and organize meetings for relevant committees, including mailing of notices, agendas, and minutes for meetings, organizing room reservation, hospitality, and food and beverage. 
• Recording and conducting research for various projects as assigned.
• Oversee distribution of incoming and interoffice mail for President; maintain confidentiality of documentation.
• Responsible for processing of all board of directors’ meetings including the composition of meeting minutes, coordination of calendar invitations, rosters, nomination of new board members, manuals, and overall board data.
• Maintain monthly donation requests.
• Disburse complimentary tickets; mail complimentary tickets to board members, Park Board and City Council during festivals.

SKILLS/QUALIFICATIONS: 

• A college degree desirable; 5-10 years’ work experience in an executive administrative assistant capacity.
• Excellent verbal and written communication skills.
• Excellent organizational skills.
• Proficiency in use of computer software, such as word processing and spreadsheet applications. 
• Professional work ethic, appearance, and conduct.
• Physically tour directors/guests on property via walking or golf cart; sit for extended periods and perform office functions.
• Work flexible hours, including nights/weekends as needed.
• Valid driver license.

KEY COMPONENTS:

• Manage multiple tasks with attention to detail and accuracy; professional work ethic.
• Problem analysis and problem-solving skills; good independent judgment skills.
• Proactive versus reactive skills with positive problem solution skills.
• Ability to engage with all levels of staff/board, VIP’s successfully.
• Represent President/CEO in a positive, professional manner.
• Discretion, Confidentiality, Flexibility.

DIVERSITY, EQUITY, & INCLUSION

The Dallas Arboretum& Botanical Gardensupports diversity, equity, inclusion, and accessibility and promotes a safe and engaging experience that welcomes all to enjoy. We seek to inspire and engage people of all backgrounds by creating a positive and impactful experience. We also seek to build sustainable relationships with people who represent diverse communities, organizations, and businesses.

EOE STATEMENT 

We are committed to the principle of equal employment opportunity for all applicants and employees, and we do not discriminate on the basis of race, color, sex, sexual orientation, gender identity, family medical history or genetic information, political affiliation, military service, pregnancy, marital status, family status, religion, national origin, age or physical/mental disability or any other non-merit-based factor or any other characteristics in accordance with all applicable laws and regulations.