Administrative Assistant

Description

Reporting directly to the Scientific Executive Assistant to the Vice President of Conservation & Research, the Administrative Assistant provides support to the daily operations of the Conservation & Research department. The Administrative Assistant must be detail-oriented and enjoy working on an active team that is mission-driven, results-driven, and scientifically focused. 

The ideal candidate will have the ability to complete varying ongoing tasks, understand complex schedules, have strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant must be able to work under pressure at times to handle a wide variety of activities. 

ROLES AND RESPONSIBILITIES:

Administrative Support

Completes a wide variety of administrative tasks for the Conservation & Research department including: 

• Managing a calendar of meetings and events that are shared across the department, completing expense reports monthly, inventory of team supplies.
• Facilitate visits and tours for guests of the C&R team. Plan and schedule visits, escort visitors to appropriate meetings and/or events, arrange meals and accommodation. 
• Manage and secure space to accommodate meetings and events using ABG conference areas and internal resources to include minor logistics.
• Support the C&R team when they need help with planning larger meetings and workshops, invoice processing and management, reporting, etc.
• Coordinate travel arrangements as needed for team members where necessary
• Organize and facilitate monthly Science Cafe talks with speakers 
• Manage and maintain office supplies for the common areas 
• Manage and coordinate vehicle registration and maintenance 
• Coordinate geographically dispersed teams and be able to do this remotely
• Prepare, process, and distribute project communications and information flow such as deliverables, annual reports, meeting minutes, etc. for team where necessary 

Requirements

• Bachelor’s Degree plus 3 years of administrative experience; 5-8 years of experience in lieu of Bachelor’s Degree may be considered.
• Highly proficient computer skills (including: Google Suites; MS Office, Adobe Suites; virtual meeting platforms, project tracking software such as Monday.com,) Experience with making international and domestic travel arrangements and coordinating on/offsite meetings
• Excellent verbal and written communication skills are required to properly draft and edit memorandums, correspondence and presentations and interface with senior leaders.
• Organizational skills, the ability to handle multiple tasks and priorities simultaneously, and the ability to work with independence and minimal supervision
• Demonstrated team player attitude, with a record of proactively taking initiative as appropriate
• Acute attention to detail
• Knowledge of conservation and botanical terminology helpful
• Must have a valid Driver’s License. 

PHYSICAL REQUIREMENTS:

Ability to spend long periods of time sitting at a computer/desk. Must be able to lift and carry up to 50 lb. 

The above job duties and responsibilities describe the general nature and level of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory of all duties required of employees in this job.

It is the policy of the Atlanta Botanical Garden to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, reasonable accommodations will be made for qualified individuals with disabilities.