Job Listings

Executive Administrative Coordinator

Cleveland Botanical Garden / Posted December 10, 2024

Holden Forests & Gardens seeks an Executive Administrative Coordinator to join our team. The Executive Administrative Coordinator provides high-level administrative support and serves as a trusted partner to the Vice President of Administration, the Vice President of Development, and the President and CEO, and by extension, members of the Leadership Team. Operating with a high degree of discretion, confidentiality, and diplomacy, this role will manage calendars, expenses, budgets, and document management. The Executive Administrative Coordinator schedules and coordinates activities for the Board of Directors and Leadership Team, such as regular meetings, special retreats, and other initiatives and projects. We are seeking an individual who is motivated, organized and can demonstrate a high level of accuracy. This position is based out of the Cleveland Botanical Garden in Cleveland, OH with regular travel to the Holden Arboretum in Kirtland, OH and the Leach Research Station in Madison, Ohio. We are looking for a team member who is collaborative and wants to do meaningful work in an organization that values diversity of thoughts and perspectives. Holden Forests & Gardens connects people with the wonder, beauty and value of trees and plants, to inspire action for healthy communities. HF&G strives for a welcoming workplace where everyone feels that they belong.

Position Details:

• Reports to Vice President of Administration
• Non-Exempt position
• Full-Time
• Medical, Dental, Vision Benefits
• The typical work week is Monday – Friday
  • occasional weekend and evening hours at special events a few times throughout the year, some Friday evenings

Key Responsibilities:

Key responsibilities of the Executive Administrative Coordinator include but are not limited to:

• Deliver excellent administrative coordination in support of Holden Forests & Gardens’ mission, vision, and values
• Work with the President and CEO to schedule, manage logistics for, and support meetings and activities of Leadership Team. Take notes and track meeting outcomes and action items for follow-up
• Maintain the calendar and schedule of the President and CEO
• Support other Leadership Team members with scheduling and calendar management as needed
• Proactively assist the CEO with preparation for and follow-up to engagements and commitments
• Work closely with internal teams to ensure the CEO is well-prepared and resourced for all meetings and events
• Coordinate arrangements and serve as the point of contact for hosting the CEO’s guests
• Work with the Development team to track, prompt, and support the CEO in portfolio management and donor communications
• Work with President and CEO and Vice President of Administration to manage all aspects of Board of Directors and committee meetings and activities, including annual scheduling, meeting planning, communications, minutes, and record-keeping
• Serve as a key point of contact with the Board of Directors and other community partners
• Coordinate special projects including events, presentations, tours, and other community engagement efforts of the President and CEO
• Coordinate with colleagues throughout the organization on projects as needed
• Assist in the preparation of reports, slide decks, and other communications. Draft, edit, and proofread clear written materials, including reports, presentations, correspondence, and other communications, ensuring alignment with organizational tone and messaging
• Respond to all communications (emails, phone calls, letters, etc.) as an extension of the President and CEO
• In partnership with the Vice President of Administration, manage requests for approval, including contract review and execution
• Manage invoices and routine administrative tasks as assigned, including the timely and accurate preparation of monthly finance and credit card reports and reconciliations
• Ensure that department records are properly maintained
• Order and receive office and hospitality supplies
• Manage travel arrangements for President and CEO and Vice President of Development
• Serve as backup Point of Contact for the Vice President of Administration and President and CEO
• Other projects and duties as assigned, including event planning assistance as time permits
• Maintain a valid driver's license and acceptable vehicle record and have the ability to reliably commute to the Cleveland Botanical Garden, Holden Arboretum, and Leach Research Station in Madison, Ohio

Qualifications and Skills:

• Demonstrate a passion for people, nature, and the environment
• High School diploma, Bachelor’s degree a plus
• At least five (5) years of administrative, non-profit, or other business experience, required
• Highly proficient with use of Microsoft 365 products, specifically Outlook (email and calendar), Word, Excel, PowerPoint, SharePoint, and Teams
• Skilled in facilitating virtual and hybrid meetings (Teams, Zoom)
• Familiarity with cloud-based enterprise business applications for managing invoices, budgeting, CRM, and other business processes

Physical Requirements:

Must be able to perform with or without reasonable accommodation:

• Ability to sit for extended periods of time
• Effective vision, hearing and hand & arm dexterity
• Ability to use a keyboard
• Will provide on-site support at all campuses of Holden Forests & Gardens and must have reliable transportation or the ability to reliably commute
• The employee must have the ability to lift 20 lbs. and occasionally up to 40 pounds

Some of the reasons Holden Forests & Gardens (HF&G) is a great place to work!

We offer Medical, Dental and Vision Benefits | Paid Time Off | 8 Paid Holidays a year |403(b) | Employee sponsored life insurance, long term disability and short-term disability | Work in a beautiful environment within Greater Cleveland | Discounts in our stores & cafes | Free parking at both campuses anytime we are open | Free admission to many Northeast Ohio Museums | Free Employee Assistance Program | And Much More!

Apply:

Holden Forests & Gardens values an authentic sense of belonging at all levels of the organization. HF&G believes that working toward an equitable culture that values all perspectives enriches the work environment, helping achieve our goal to build a greener and healthier Northeast Ohio. We are working to create and sustain a supportive environment and sense of belonging for people of all backgrounds. Research shows that individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job describes you, then you are highly encouraged to apply for this role. Review of applications will begin immediately and continue until the position is filled.

Qualified applicants must submit résumé, cover letter and 3 professional references. Review of applications will begin on Monday, December 2, 2024. Holden Forests & Gardens (Holden Arboretum and Cleveland Botanical Garden) is an Equal Opportunity Employer committed to hiring a diverse and talented workforce. We seek skilled, knowledgeable, and experienced individuals to join our staff and enhance our reputation as one of the country’s foremost public gardens.

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