Executive Administrative Assistant to the President & CEO

The Executive Administrative Assistant to the President & CEO at Naples Botanical Garden plays a crucial role in managing the President's communications, scheduling, and workflow. Key responsibilities include organizing meetings, preparing agendas, managing correspondence, conducting research, and assisting with event planning. You'll also be involved in collaborating with the Development team on fundraising initiatives and coordinating activities with the Board of Directors.

Applicants for the Executive Administrative Assistant position should possess a minimum of 4-6 years of relevant experience. A proven track record as an executive assistant or in a similar role is essential, as well as strong organizational and project management skills. Proficiency in Microsoft Office and CRM software is also required, and experience interacting with a non-profit Board of Directors is preferred.

Naples Botanical Garden offers a comprehensive benefits package to its Executive Administrative Assistant, including medical, dental, and vision insurance, life insurance, a retirement plan, short and long-term disability coverage, generous paid time off, and paid holidays. Additionally, employees enjoy unique perks related to the Garden itself.

Confidentiality is paramount for the Executive Administrative Assistant to the President & CEO at Naples Botanical Garden. This role involves handling sensitive information and managing high-level communications, requiring the utmost professionalism and discretion to protect the interests and privacy of both the organization and its stakeholders.

To thrive as an Executive Administrative Assistant to the President & CEO at Naples Botanical Garden, candidates should possess strong organizational, project management, and time management skills. The ability to communicate clearly and effectively, both verbally and in writing, is equally important, alongside proficiency in Microsoft Office and virtual meeting software.

Use this opportunity to highlight your specific duties, any relevant achievements, and how they enhance your capability to support the President & CEO at Naples Botanical Garden. Focus on instances where your organizational skills directly impacted the efficiency of an executive's office.

Discuss a systematic approach such as using lists or project management tools to differentiate between urgent and important tasks. Share an example of successfully managing multiple priorities while maintaining quality and meeting deadlines.

Describe your understanding of the significance of confidentiality in the role and provide a concrete example where you effectively managed confidential information while maintaining discretion.

Talk about techniques such as regular check-ins, utilizing collaborative tools like Microsoft Teams, or scheduling team meetings to ensure everyone is on the same page. Stress the importance of clarity in communication to avoid misunderstandings.

Illustrate a challenging scenario positively, demonstrating your problem-solving abilities and your capacity to remain calm under pressure. Emphasize the steps taken to resolve the situation efficiently.

Share your personal organizational strategies, such as calendar management, using task lists, or digital tools that help you track deadlines and appointments effectively.

Discuss your passion for supporting leaders effectively, your commitment to organizational success, and how enabling others to excel drives your motivation in a fast-paced role.

Clearly express your proficiencies with standard office software, CRM systems, and virtual meeting platforms while also showcasing your eagerness and adaptability to learn new tools that enhance productivity.

Highlight specific events you've planned, your role in the successful execution, how you balanced logistics, and how your contributions positively affected attendees' experiences.

Articulate how you view the Executive Administrative Assistant's role as pivotal in facilitating communication, enhancing efficiency, and enabling executives to focus on strategic initiatives that advance the organization’s mission.