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    Executive Assistant & Office Administrator

    Executive Assistant & Office Administrator Opening

    JOB POSTING

    Position:  Executive Assistant/Office Administrator
    Employment:  Full-Time, Exempt
    Salary Range:  Commensurate with experience, plus generous benefits
    Posting Open: November 20, 2018 - until filled (1st round of interviews scheduled for week of Dec. 17th)

    POSITION OVERVIEW
    Join the American Horticultural Society’s (AHS) outstanding team of professionals and find your opportunity to engage, inspire, and activate people of all walks of life to make America a nation of gardeners, a land of gardens. Under the leadership of a new President and CEO and a highly energized Board, and in anticipation of its 2022 Centennial, the AHS is setting a new course for the future.  We seek an energetic and motivated Executive Assistant/Office Administrator to ably support and strengthen the administrative functions of this growing organization.  The ideal candidate will be interested in engaging in a variety of tasks on a daily basis, enthusiastic about both people and technology, and committed to making a difference by making the executive and administrative offices efficient and effective.

    The AHS is a national nonprofit organization with approximately 20,000 members and 16 employees; we publish The American Gardener Magazine and our featured national programs include the Great American Gardeners Awards, National Children and Youth Gardening Symposium, (NCYGS), and the Reciprocal Admissions Program (RAP).  The Society is based at River Farm, a spectacular 25-acre garden property overlooking the Potomac River in Alexandria, VA, which features a Manor House and lush surrounding gardens, which are frequently used for rental events. River Farm is open for self-guided public visits, tours, and a limited number of local member and community programs, such as an annual Spring Garden Market.

    Principal Duties and Responsibilities:
    The Executive Assistant/Office Administrator (EA) will work independently and as a team member to provide confidential administrative assistance to the President and will fulfill selected office management duties. Reporting to the President and CEO, the EA serves as the primary point of contact for internal and external constituencies on matters pertaining to the Executive Office and serves as the principal liaison to the Board of Directors and Board committees. This multifaceted role requires a high degree of professionalism, confidentiality, superior written and oral communications, and sound judgment in independent decision-making.  Specific responsibilities include, but are not limited to:

    • Executive Support – performs "gatekeeper" functions, ensuring appropriate access to and highest value use of the CEO's time: manages an active schedule for the President, provides support, and compiles background/briefing materials or presentations for internal and external meetings. Proactively informs the President of upcoming commitments and responsibilities, following up in a timely manner to allow for preparation and focus. Coordinates and books travel, arranging sometimes complex national and international itineraries. Prepares expense reports; drafts correspondence which is sometimes confidential; maintains and updates contacts and records in fundraising and contact management systems; coordinates special projects as assigned.
       
    • Board Liaison – works with the President to schedule and manage logistics for three national Board meetings per year; prepares related correspondence and materials.  Serves as recording secretary to draft minutes and record Board actions. Supports board prospect research and recruitment activities. Works directly with Board Committee chairs and senior staff liaisons to schedule, prepare for, and document Committee meetings. Maintains discretion and confidentiality in Board matters and in relationships with all Board members.
       
    • Office Administration – Contributes to the efficient day-to-day operations of the AHS through general management, human resources, and business services administration functions.  (a) General: coordinates annual state charitable registrations; maintains organizational files and nonprofit corporation records; maintains budgets for administrative departments; prepares reports, as needed, for Management and the Board on the Society’s administrative activities; supports organizational planning efforts and collaborates with the management team of the organization. Coordinates logistics for staff meetings and events; (b) Personnel/HR - serves as designated human resources and employee benefit coordinator: maintains personnel records; oversees recruitment and orientation; assists with payroll and maintaining related payroll records; updates and maintains AHS personnel manual, facilitates staff training and professional development programs; (c) Business Services – serves as liaison for outsourced IT, telecommunications, and business machine services.
       
    • Proactively partners with other staff members to ensure that the Society provides excellent services, programs, and products to members and visitors; supports occasional programs and events as a member of the AHS staff; contributes to a positive and supportive work environment and delivers outstanding operational results.
       
    • Other duties as assigned by employer to further the Society’s goals.

    Qualities, Qualifications, and Experience:

    • Five to seven years of progressively responsible professional experience, with direct experience in administration and support of an executive office.
    • Must exhibit superior written and verbal communication, professional demeanor, high emotional intelligence, and have the ability to interact and develop strong working relationships and credibility with multiple internal and external constituents at all levels.
    • Keen attention to detail including ability to proofread; adhere to English-language standards of grammar, usage, and style.
    • Proven proficiency and ability to format information for correspondence, reports, and visual presentations using the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook; Adobe Acrobat, experience with Raiser's Edge and online meeting tools desirable.
    • Familiarity with information technology systems and network administration fundamentals a strong plus. Basic web content management and HTML skills desirable.
    • Strong, self-motivated work ethic with the ability to work under pressure to handle a wide variety of activities and confidential matters and to independently set priorities, organize time, and identify resources.
    • Demonstrate good judgment, personal integrity, and a well-developed sense of discretion.
    • Ability to work additional hours when needed, some evening and weekend work may be required.
    • Positive, can-do outlook and a sense of humor.
    • Associate's degree required, Bachelor's degree or commensurate directly applicable work experience desirable.
    • Experience and/or interests related to the Society's horticultural mission is helpful but not required.

    To Apply:
    While the position is open until filled, the first round of interviews is scheduled for the week of Dec. 17th.  Please email résumé and a cover letter detailing your interest in the position and your salary expectation to jobs@ahsgardening.org. In addition, this position is eligible for a generous benefits package including, but not limited to: employer-paid health, dental, vision, life and disability insurances, two weeks’ paid vacation, ten (10) paid holidays, sick leave, and participation in the company’s 403(b) retirement plan with up to 5% employer match after one year, complimentary parking and easy access to bike and walking trails along the Potomac River.


    The AHS is an equal opportunity employer with a policy of inclusiveness and nondiscrimination.  We are committed to providing a workplace that is free of discrimination of all types, and do not condone abusive, offensive, or harassing behavior. The AHS is a drug-free workplace. ADA/EOE.