Administrative Assistant

Naples Botanical Garden is a 170-acre world-class paradise, featuring the flora and cultures of the tropics and sub-tropics including Brazil, the Caribbean, Southeast Asia, and Florida. The Garden’s mission is to connect people and plants through display, education, conservation, and applied science. The Garden has beautifully restored native habitats, cultivated gardens, walking trails, and public programming that offer education and enjoyment for people of all ages. Naples Botanical Garden is a 501(c)3 organization. Position Summary The Philanthropy Administrative Assistant is responsible for supporting the President and CEO and the Director of Development. The position will directly manage processes related to donor stewardship, written communications, and calendar scheduling/coordination. This position is not a hybrid position and requires a high-level of visibility among Garden colleagues and donors and is an integral communicator between Garden leaders and stakeholders. Primary Duties and Responsibilities Directly and independently interacts with the Garden’s highest level of donors, including members of the Board of Directors, at a high volume. Management of President and CEO and Director of Development’s professional calendars and activities, including travel. Writes and produces donor proposals, gift agreements, and letters. Proactively records the President and CEO and Director of Development’s donor activities, communications, and proposals in the Garden’s CRM. Proactively procures, prepares, and executes delivery of donor cards, hosts gifts, florals, and thank you gifts. Schedules and coordinates internal meetings for the Director of Development. Creates and manages Standard Operating Procedures to ensure consistency in workflow management, department-specific onboarding, and other activities within the department. Collaborates with other departments when needed on operational practices. Anticipates and organizes high-level donor stewardship activities and events. Receives and tracks donor-related event reservations; assists with event check-in as needed. Reconciles monthly expenses of the Director of Development. Tracks and processes Major Giving invoices. Requirements/Qualifications Associates degree plus 5-7 years experience as a non-profit or private sector administrative support staff. Experience with CRM systems. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software. Familiarity with office equipment and administrative processes. Strong written and verbal communication skills for interacting with colleagues, clients, and stakeholders. A writing sample will be required. Excellent organizational and time-management skills to handle multiple tasks and prioritize effectively. Ability to handle unexpected issues and solve problems efficiently. Strong interpersonal skills to work well with diverse teams and build relationships within the organization. Excellent attention to detail for tasks such as data entry, scheduling, and document preparation. Obtain RE NXT Fundamentals certification within 90 days of hire. Training provided. Must possess a valid driver’s license and good driver’s record. Ability to perform mail merges, print, and postage large mailings. Ability to stand for long periods of time. Ability to drive golf carts within the Garden property. Normal work hours are Monday-Friday during business hours; must have flexible schedule to include evenings and weekends as donor events and activities dictate. Pre-Employment background check required. Medical Vision Life Retirement Plan with matching Short-Long Term Disability PTO Paid Holidays Naples Botanical Garden is an Equal Opportunity Employer. The Garden has a long-standing policy of employment and advancement based solely upon qualifications to perform the essential elements of a position without regard to age, creed, gender, national origin or ancestry, race, color, religion, veteran status, pregnancy, marital status, HIV status, genetic information, sex, sexual orientation, handicap or mental or physical disability. #J-18808-Ljbffr