Administrative Assistant, Conservation

Reporting to the 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 provide essential support in managing daily administrative tasks, ensuring efficient office operations, and contributing to a productive work environment. They will have demonstrated accounting skills and fluency in using Google Sheets and the Google Suite. They will be organized, adaptable, and capable of handling a variety of responsibilities.

Roles And Responsibilities

Administrative Support

Completes a wide variety of administrative tasks for the Conservation & Research department, including but not limited to:

• Reviews monthly statements for Conservation & Research team credit card holders, assisting the accounting department in maintaining current and accurate accounts.
• Assists project leads in managing project budgets, ensuring accuracy, proper use, and timely upkeep.
• Creates and maintains detailed databases and reports on team activity and information for administrative purposes.
• Handles sensitive information with discretion to maintain confidentiality and security in compliance with organization privacy policies, regulations, and applicable legal standards.
• Assists senior department staff with calendar management, communication, and reporting, both internal and external.
• Coordinates travel arrangements for senior department staff and team members as required, both domestic and international.
• Assists with onboarding of new employees and periodic staff training.
• Facilitates garden visits and tours for guests of the Conservation & Research team.
• Receives and distributes department mail and packages daily.
• Collaborates with administrative staff and team members to assist with projects as needed.
• Prepares, reviews, and disseminates project communications and reports, including but not limited to project deliverables, annual reports, and meeting minutes.
• Manages inventory and resupply of team uniforms and office supplies.
• Manages common areas and office equipment, occasionally working with maintenance and external vendors to ensure quality upkeep.
• Reserves and manages spaces for team meetings and events.
• Provides occasional support to the C&R team with larger events, conferences, and workshops, coordinating with external vendors and department guests as required.
• Manages department vehicle usage, registration, and maintenance.
• Assists in the maintenance and archiving of department files, both physical and digital.
• Assists in the preparation of invoices and budget requests for external vendors.

Requirements

Required Qualifications:

• demonstrated accounting skills and fluency in using Google Sheets and the Google Suite required
• A bachelor’s degree plus 3 years of administrative experience; 5-8 years of experience in lieu of a bachelor’s degree may be considered
• Highly proficient computer skills (including Google Suite, Monday.com or similar project management software, Adobe applications, and virtual meeting platforms)
• Experience with making international and domestic travel arrangements and coordinating onsite and offsite meetings.
• Excellent verbal and written communication skills are required to draft and edit internal and external communications and presentations for collaboration with senior leaders.
• Excellent organizational skills, the ability to handle a personal schedule with good task prioritization, and the ability to work independently with minimal supervision
• Demonstrated team player attitude, with the ability to both lead and assist as necessary for the betterment of the team.
• Acute attention to detail.
• This is an office-based position. However, subject to scheduling needs, a hybrid of 4 days of work in-office and 1 day remote may be scheduled.
• Knowledge of conservation and botanical terminology is helpful but not required.
• Must have a valid Driver’s License.

PHYSICAL REQUIREMENTS: Ability to spend long periods sitting at a computer/desk. Must be able to lift and carry up to 50 lbs. Must also be able to walk approximately 10 minutes from the parking deck to the office and up two flights of stairs.

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.