Administrative Assistant

ABOUT US

Franklin Park Conservatory and Botanical Gardens offers world-class horticulture, art & nature-based exhibitions and educational programs. The 13-acre indoor and outdoor facility—situated two miles from downtown Columbus—features glasshouses including the historic John F. Wolfe Palm House; botanical gardens including the Scotts Miracle-Gro Foundation Children’s Garden and Scotts Miracle Gro-Foundation Community Garden Campus; and event venues. The Conservatory is home to the largest collection of Chihuly glass in a botanical garden and Light Raiment II by internationally renowned artist James Turrell. Committed to the community, the Conservatory strives to provide an accessible and welcoming experience to all.

MISSION

As a premier botanical garden destination, we connect people to nature and create life enhancing experiences.

VISION

Envision a world that celebrates nature as essential to the human experience.

JOB SUMMARY

The Administrative Assistant is responsible for assisting the President & CEO in daily administrative functions including scheduling, travel coordination, and general office administration. The Administrative Assistant will also serve as the primary contact for the Board of Directors and build strong relationships with Board members and their administrative teams to ensure efficiency in scheduling, meeting preparation, and event coordination. They may also assist other Leadership Team Members with administrative tasks as needed. The Administrative Assistant is a critical role that directly impacts the effectiveness of the President & CEO and the Conservatory’s Board of Trustees.

Additional Information: This is a full-time, non-exempt position. This position is eligible for the Conservatory's benefit package offered to full-time employees, which includes medical, dental and vision insurance, company paid Life/AD&D/Short-Term and Long-Term Disability insurance, participation in the Ohio Public Employees Retirement Program (OPERS), optional 457(b) Deferred Compensation plan, generous Paid Time Off (PTO), and complimentary membership to the Conservatory.

Compensation: $19 - $21/hour paid biweekly.

RESPONSIBILITIES

Administrative Support

• Provide administrative support to the President & CEO, including file and record maintenance.

• Manage the President & CEO’s calendar and schedule meetings, including Leadership Team and All Staff meetings.

• Prepare correspondence, presentation, and other materials for the President & CEO.

• File monthly expenditures for the President & CEO.

• Ensure proper meeting room set-up and logistics for the President & CEO’s on-site meetings.

• With President and CEO’s approval, perform as-needed administrative tasks for leadership team members, including meeting scheduling and preparing presentations materials.

• Maintain strong working relationships with the Development department staff and development practices to support President and CEO in fundraising initiatives.

• Check and sort the mail; perform check log entries for assigned departments.

• Maintain compliance with the Conservatory’s organizational documents and entity status, including compliance with State of Ohio, solicitor’s license, USPS nonprofit rates, and more.

• Assist with office operations and general administrative tasks.

• Stay informed about relevant policies and procedures.

• Perform other duties as assigned.

Board of Trustees

• Serve as the primary point of contact for board members and their administrative staff

• Schedule and coordinate Board and committee meetings for both regular and special meetings, including managing event logistics and facilitating the preparation and historical collection of agendas and presentation materials

• Attend Board and Board Committee meetings, take accurate minutes of the proceedings, and quickly send draft notes and actionable items to appropriate person for final editing and approval

• Update and maintain Board member appointment matrix, bios, and contact information in Tessitura, the Conservatory website, and auxiliary websites

• Coordinate new Board member onboarding procedures and scheduling and support board engagement and recruitment efforts as needed

• Identify and coordinate any ‘special guest’ additi