Phipps Conservatory and Botanical Gardens

TITLE: Executive Assistant

DEPARTMENT: Executive

REPORTS TO: President and CEO and Chief of Staff

GENERAL SUMMARY: The Executive Assistant is responsible for providing administrative support to the President and CEO and Chief of Staff on a daily basis. Phipps Conservatory and Botanical Gardens is an equal opportunity employer that is committed to attracting and retaining a diverse staff. We strive to create a working environment that is inclusive, equitable and welcoming as we honor employee experiences, perspectives, and unique identities. 

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Arrange and coordinate all written correspondence, schedules, etc., for the President and CEO and board members. Update manuals and detailed information as required to ensure current information is distributed accurately to the board.
2. Ongoing maintenance of hard copy and electronic records on a daily basis.
3. Compose and type correspondence, reports, memos and other materials for signature as required from straight copy, forms or rough draft.
4. Attend board meetings, record and accurately transcribe minutes for distribution.
5. Maintain office calendar for President and CEO.
6. Schedule and complete arrangements for meetings, appointments, meeting rooms and conferences both within and outside Phipps.
7. Assist President and CEO with basic information research, prepare and arrange charts, graphs, audio-visual materials and other data as needed.
8. Open, screen and direct mail for President and CEO. Review, screen, route and highlight main issues. Match mail to files giving priority to urgent mail.
9. Maintain tracking system for correspondence and projects. Keep President and CEO apprised of the status of projects (pending and active). Monitor progress of projects and adherence to project deadlines.
10. Place, answer and screen calls to visitors for the President and CEO. Greet and escort visitors. Provide tours as required.
11. Arrange and coordinate transportation, travel, hotel reservations, meals, written materials and meeting details for President and CEO, board members and staff.
12. Proofread typed materials for grammar, spelling and structure.
13. Prepare and organize information and necessary supplies for meetings.
14. Ensure that office area is kept neat and clean on a daily basis and order supplies for the President and CEO as needed.
15. May be required to deliver or pick up documents and parcels, make trips to bank, post office, etc.
16. May serve as member of various staff committees.
17. Familiarize self via docent classes with Conservatory.
18. Perform other activities and duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Proficient with Microsoft Office products, including strong knowledge of Excel.
2. Excellent communication skills, both verbal and written.
3. Exceptional organizational and problem-solving skills.
4. Strong knowledge of office procedures.
5. Ability to handle multiple tasks simultaneously.
6. Strong attention to detail.
7. Ability to prioritize and work independently.
8. Ability to type 40-60 words per minute.
9. Ability to handle confidential material and exercise initiative and sound judgment.
10. Licensed Pennsylvania driver with vehicle, insurable by the Conservatory.
11. Ability to work effectively with the public and coworkers in a pleasant and courteous manner.

PHYSICAL, MENTAL AND SENSORY DIMENSIONS

1. Physical mobility: sitting, standing, walking, lifting/carrying objects up to 30 pounds; manual dexterity to operate keyboard.
2. Mental effort: reading, writing, analyzing and visualizing.
3. Sensory requirement: Ability to communicate and respond to staff, ability to communicate and respond both in person and over the phone to the general public. Ability to work under stress.

WORKING CONDITIONS

1. Ability to provide own transportation to perform principal responsibilities.
2. Professional office environment with conversational noise levels.
3. May require evening and weekend work.
4. Will have occasion to work in or pass through any area of the Conservatory or growing houses.

MINIMUM POSITION GUIDELINES (Education, Experience and Certification)

1. Bachelor’s degree in appropriate field preferred.
2. One-two years’ relevant work experience.