Administrative Assistant-Pittsburgh, PA

The Pittsburgh Botanic Garden is currently being developed on 460 acres along the airport corridor near Settler’s Ridge, and will open Phase I in the summer of 2014. The Garden will be a unique cultural amenity with artistic and inspirational displays of hardy plants, horticultural and environmental education programs, and research into regional botanical and conservation issues. The Garden is committed to taking a leadership role in the stewardship of the natural world and building healthy ecosystems.

As part of the Garden’s administrative team, the Administrative Assistant job supports the President and Chief Operating Officer’s work in funding and building the garden and administering staff functions. He or she will act primarily as an extension of the President and Chief Operating Officer’s efforts to ensure timely and complete follow-through in assigned areas of responsibility. Those areas include communication, record keeping, scheduling and administration. This position reports to the President, supports the COO and also works closely with Garden staff. This is a full time regular, non-exempt position.

RESPONSIBILITIES

Communication

• Provides full time reception duties by greeting customers, answering phones and channeling inquiries to the responsible staff members
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Processes mail daily by completing appropriate logs, distributing, and making any necessary copies or scans of important documents
• Attends select meetings, takes notes and minutes and distributes to meeting participants
• Researches and analyzes information as requested, drafts letters and documents, and initiates telecommunications
• Assembles packets of Garden information
• Orients Garden visitors to the site, takes reservations and payments
• Check info email and distribute to appropriate staff members

Record Keeping

• Assists Controller in routine financial recordkeeping
• Maintains Garden’s archival information utilizing an efficient filing and retrieval system

Scheduling

• Maintains schedule and helps prepare for all meetings and events
• Establishes policies and protocols for use of meeting space, equipment, communal kitchens, storage, or other general staff use areas
• Maintains executive’s appointment schedule by scheduling meetings, conferences, teleconferences, and travel

Administration

• Provides administrative support for President, COO, Controller and Director of Development
• Follows through on assigned tasks and communicates status and completion
• Maintains and procures office supplies inventory
• Ensures operation of office equipment by addressing preventive maintenance requirements and following manufacturer’s instructions; troubleshoots malfunctions
• Other duties as may be assigned by the President

EXPERIENCE AND QUALIFICATIONS

• Minimum of anAssociate’s degree; Bachelor’s degree preferred.
• Clearance of background security checks
• Proficient computer skills including Microsoft Office Suite, use of Google Mail and Google Calendars; upon training, must be able to demonstrate competency in donor database (Blackbaud’s Altru system)
• Proven success in managing a variety of assignments simultaneously while maintaining strict attention to detail
• Able to operate under pressure and meet deadlines
• Must be an excellent team player
• Minimum of two years’ experience in non-profit administrative functions or hospitality setting
• Ability to maintain high level of confidentiality
• Must demonstrate strong verbal and written communication skills
• Must demonstrate strong people skills, and work cooperatively with different types of personalities
• Must demonstrate superior customer service skills, maintain knowledge of Garden and services, and have experience handling cash and credit card transactions
• Must have the following skills: administrative writing and reporting skills, ability to manage multiple schedules, efficient time management, presentation skills, provide basic office equipment troubleshooting, and coordinate travel logistics

WORK CONDITIONS

• Primarily office work conditions with occasional hosting and greeting duties at the site
• Typically this is a 40 hour workweek position, however flexible hours are required for Garden related functions; normal office hours will be 9 AM – 5:30 PM
• Must be able to sit for extended periods of time and traverse moderate site conditions

Email submissions only. Please send cover letter, resume and names and contact information for two references to[email protected]. All candidate submissions should be in a combined single PDF format with applicant’s name in the filename.