Executive Administrator, Operations

NYBG Job Description

Position Summary:

The Executive Administrator is an integral member of the Executive Affairs Division, which provides high-level support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chief Advancement Officer (CAO). Reporting directly to the Chief of Staff, the Executive Administrator, Operations combines exceptional organizational and multitasking skills, collaborative spirit, and sound judgment to ensure seamless operations and advance NYBG’s mission.

This role manages complex scheduling for the CEO and COO, handles logistical details related to meetings and visits, and prepares materials that support seamless and productive collaboration between NYBG’s senior executives and external stakeholders. Through these efforts, the Executive Administrator, Operations enhances efficiency, strengthens workflow between the President’s Office and Operations, and enables the CEO and COO to focus on strategic priorities.

This is an exciting opportunity to join a dynamic executive team at a leading cultural and scientific institution, dedicated to reflecting the excellence embodied in NYBG’s mission and programs.

Specific Duties & Responsibilities:

Key Responsibilities

Calendar Management and Meeting Prep:

• Oversee COO’s extensive calendar and help ensure COO is prepared for internal and external meetings and visits.
• Drafts Power Point presentations and other materials related to COO’s internal and external meetings.
• Manage internal scheduling for the CEO and coordinate with the Executive Administrator, Advancement to maintain an accurate presidential calendar.
• Coordinate with Board Operations Administrator to schedule internal prep meetings and external business committee meetings of the Board.
• Working with the Board Operations Administrator, draft Power Point presentations and other materials related to business committees of the Board.
• Utilize BoardEffect portal to upload materials, collect RSVPs, and send communications for relevant business committee meetings.

Administrative Support:

• Manages budgets, payments, grants and reconciliation for offices of the CEO, COO.
• Completes bi-monthly timesheets for Executive Affairs Division.
• Offers logistical support for institutional group gatherings, including Garden-wide staff meetings, Garden Leadership and Management Committee meetings.
• Drafts communications for CEO and COO.
• Help organize visits for peer institutions and other external stakeholders.
• Provides overlapping support in the executive offices as needed.

Other related duties as assigned.

Qualifications:

• Three or more years of experience in executive support, with a preference for work at a comparable nonprofit organization.

• Exceptional time management and organizational skills, sharp attention to detail.

• Ability to plan and balance multiple projects in a fast-paced, dynamic environment.

• Propriety, thoughtfulness, sound judgment, and discretion.

• Willingness to work occasional evenings for events and visits.

• Valid driver’s license required for on-campus transportation of personnel and meeting materials.

• Fluency in Microsoft Word, Power Point, and Outlook.

• Bachelor’s Degree preferred.

Physical Demands & Work Environment:

While performing the duties of this position, the employee is required to, at minimum, sit at a desk, lift or move up to 25 pounds, work outdoors under a variety of weather conditions, and occasionally work under moderate or loud work conditions.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Baseline Work Schedule:

Monday-Friday 9am-5pm. Some evenings and weekends required.

Salary: Commensurate with experience within the range of $78,000-$85,000.

Please include a cover letter with your application.