Executive Assistant to CEO

About the role

Denver Botanic Gardens is a 24-acre urban oasis located in the heart of Denver, Colorado. Founded in 1951, it is accredited by the American Alliance of Museums and is known for its diverse collections including a living plant collection, natural history collection, and art collection. The Gardens also hosts temporary art exhibitions and offers educational programs and plant conservation research.

Responsibilities

• Maintains CEO’s calendar by making appointments and coordinating all aspects of meetings, including meals and refreshments, set-up and clean-up; makes travel arrangements if necessary.
• Anticipates CEO’s needs by gathering records, reports, correspondence, etc., and making administrative decisions as well as taking appropriate action in CEO’s absence.
• Creates, tracks and updates CEO’s ongoing task list.
• Creates and maintains a filing system for the Administration department.
• Proactively prepares for CEO’s meetings, presentations, speaking engagements, etc.
• Drafts emails, letters, and other communications.
• Organizes logistics and prepares itineraries for visiting colleagues and VIPs.
• Maintains contact information for Trustees, key donors and contacts, direct reports, and other key staff.
• Prepares, completes, and submits expense reports in a timely and accurate manner.
• Maintains excellent working relationships with managers, co-workers and staff.
• Maintains a positive, helpful and solution-oriented demeanor when responding to or serving members and visitors.
• Regular attendance at the worksite is required.

Qualifications

• Knowledge, Skills and Abilities:
  • Ability to manage a CEO’s email, phone calls, calendar, travel, and a heavy load of scheduling.
  • Exceptional professionalism, decorum, and confidentiality; excellent human relations skills required.
  • Must have excellent communication skills, including strong grammatical and editorial skills, both written and oral.
  • Strong computer skills in a Windows environment and accomplished with various software including Microsoft Office Suite, (Word, Excel, PowerPoint), e-mail and standard office equipment.
  • Must have proven skills with meeting technologies such as Teams, Zoom and other virtual meeting software.
  • Ability to plan special projects, review all facets and determine how to proceed, and what departments or outside resources must be involved.
  • Must be able to manage multiple and changing priorities while being organized and detail oriented.
  • Maintains the highest level of confidentiality and exercises sound judgment when handling sensitive information.
  • Demonstrates the ability to safeguard confidential information and maintain discretion in a dynamic, fast-paced environment.
  • Must have proven excellent customer service, interpersonal, and communication skills in dealing with the public.
  • Able to maintain stability under pressure and able to deal well with stressful situations.
  • Able to be flexible and willing to modify plans, when necessary, throughout the day.
  • Able to work a flexible schedule, including evenings, weekends and/or holidays.
  • Able to work overtime as necessary.
  • Must be a positive representative of the Gardens both internally and externally at all times.
  • Works with respect and cooperation at all times with fellow employees and the public.
  • Committed to working safely at all times.
• Experience/Education:
  • Bachelor's degree and/or combination of education and equivalent experience is required.
  • Minimum of 6 years of experience in an executive office environment is required, with at least three of those years supporting a top executive.
  • Experience with CRM databases, room scheduling software, and project management software is a plus.

Benefits

• Medical Plans
• Dental and Vision Plan
• Life Insurance Plan
• Flexible Spending Account (FSA)
• Healthcare Spending Account (HSA)
• Roth Savings Plan with Company contribution of 6% after one year of service for eligible participants
• Paid holidays, vacation, sick time, and access to personal lines of insurance
• Short-term and long-term disability coverage
• Employee Assistance Program (EAP)
• RTD ECO pass
• Complimentary Denver Botanic Gardens Membership
• Access to Gardens education classes and summer concert tickets