Executive Assistant Job Description
Reports to:
President and CEO
Function:
To enhance the President and CEO’s effectiveness by providing executive and administrative support,
including information management and administrative duties related to the Board of Directors and
related committees.
Status:
Non-Exempt
Schedule:
Full-time, with occasional weekend and evening hours
Start Date:
September 2014
Revision Date:
August 2014
The Greater Des Moines Botanical Garden, a public garden located on 14 acres along the Des Moines River, is an urban and
cultural oasis for the community. After years of being undercapitalized, community leaders have developed a new business
model and a robust master plan to transform the garden. Armed with an exciting mission of “Exploring, explaining and
celebrating the world of plants,” the garden is in a period of rapid growth that centers around a transformed visitor
experience, new educational programming and the new gardens. The Greater Des Moines Botanical Garden is a 501(c)3
privately governed, not-for-profit institution.
Primary Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and perform other
duties as assigned.
The Executive Assistant’s primary functions include:
•
Serves as a liaison with the Board of Directors, scheduling meetings, preparing and organizing information and
supplies for meetings; recording and accurately transcribing minutes along with maintaining the corporate files
related to the Board functions.
•
Manages the President’s schedule by planning and coordinating meetings, phone calls, public appearances and travel.
•
Initiates and answers phone calls and other communications on behalf of the President and CEO. Greets and escorts
guests at the Garden, providing Garden tours as required.
•
Works closely with the President and CEO to track projects and manage correspondence; keeping the President and
CEO apprised of the status and assuring deadlines are met.
•
Maintains timely and accurate information recorded to the donor database in primary coordination with the
Membership and Development Manager, but also with other staff who utilize the database.
•
Develops and maintains a broad knowledge and understanding of the organization’s operations and policies in order
to assist the President and CEO.
•
Manages multiple competing demands while approaching tasks proactively and with a high degree of accuracy and
professionalism.
•
Supports the President and CEO by doing research, drafting communications, creating documents and presentation
materials, along with collecting data and analyzing information as required.
Greater Des Moines Botanical Garden
Executive Assistant
Page 1 of 3
•
At the direction of the President and CEO, handles a variety of administrative functions related to management, board
and organizational needs, including processing bi-weekly timesheets, preparing expense reports and helping to
facilitate the President and CEO’s work with the Board of Directors, Committees and direct reports.
•
Develops, maintains and promotes positive and professional relationships with internal staff, volunteers, members,
vendors, contractors, media and the general public.
•
Provide back-up support to other staff as needed.
Qualifications
The requirements listed below are representative of the knowledge, skill, and/or ability required for this position.
Education and Experience
• Associates or bachelor’s degree with a minimum of two years’ experience or equivalent education/work experience.
•
Experience working with and supporting executive level staff, including maintaining confidentiality.
•
Experience working for a non-profit and supporting the operations of a Board of Directors is preferred.
•
Excellent organizational, written and oral communication skills.
•
Working knowledge and proficiency with Microsoft Office and related software
•
Experience with Raiser’s Edge Blackbaud or Altru donor database highly desirable.
Licenses and Certifications
• Valid Drivers’ License preferred
Language Skills
• Ability to read , analyze and interpret commons scientific and technical journals, financial reports and legal
documents.
•
Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the
business community.
•
Ability to write reports, business correspondence and procedure manuals
•
Ability to effectively present information and respond to questions from groups of managers, volunteers, customers,
and the general public
Mathematical Skills
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area,
circumference and volume.
•
Ability to apply concepts of basic algebra and geometry
•
Ability to perform these operations using units of American money and weight measurement, volume and distance.
Cognitive and Reasoning Ability
•
Ability to solve practical problems and deal with a variety of concrete variable in situations where only limited
standardization exists.
•
Ability to define problems, collect data, establish facts and draw valid conclusions.
•
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Greater Des Moines Botanical Garden
Executive Assistant
Page 2 of 3
Executive Assistant Job Description
Updated August 2014
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this Job, the employee is regularly required to sit, talk, hear and use hands to finger, handle or
feel. The employee is frequently required to walk and stand. The employee is occasionally required to climb or balance; stoop,
kneel, crouch or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by
this job include color vision and depth perception.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing
the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential functions.
While performing the duties of this Job, the employee is regularly exposed to wet and/or humid conditions.The employee is
occasionally exposed to outside weather conditions.The noise level in the work environment is usually moderate.
To apply for the position
Qualified candidates should submit a cover letter, application, three references and a resume to
[email protected] review of applications will begin immediately and remain open until the position is filled.
Only electronic applications are accepted, no paper applications will be considered.
ACKNOWLEDGEMENT
I have carefully read and understand the contents of this job description. I understand the responsibilities, requirements and
duties expected of me. I understand that this is not necessarily an exhaustive list of responsibilities, skills, duties, requirements,
efforts or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job,
Greater Des Moines Botanical Garden reserves the right to revise the functions and duties of the job or to require that
additional or different tasks be performed as directed by Greater Des Moines Botanical Garden. I understand that I may be
required to work overtime, different shifts or hours outside the normally defined workday or workweek. I also understand that
this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right
to terminate my employment at anytime and for any reason, and Greater Des Moines Botanical Garden has a similar right.
Employee’s Signature
Date
Supervisor
Date
Greater Des Moines Botanical Garden is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act and/or applicable state regulations, Greater Des Moines Botanical Garden will provide reasonable accommodations to
qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential
accommodations with a member of management.
Greater Des Moines Botanical Garden
Executive Assistant
Page 3 of 3