Job Description

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, Advancementcombines exceptional writing ability, 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 CAO, prepares meeting materials and drafts communications that support seamless and productive collaboration between NYBG’s senior executives, Trustees, and most important donors. Through these efforts, the Executive Administrator, Advancementenhances efficiency, strengthens workflow between the President’s Office and Advancement, and enables the CEO and CAO 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 external scheduling for the CEO and coordinate with the Executive Administrator, Operations to maintain an accurate presidential calendar. 

• Manage the CAO’s calendar and collaborate with Advancement to ensure both executives are fully prepared for internal and external meetings and visits. 

• Prepare the CEO’s weekly binder and ensure timely delivery of all meeting briefings and other preparatory materials. 

• Provide additional administrative support for other functions as needed. 

Board & Donor Engagement: 

• Coordinate visits to NYBG for Trustees, donors, and other VIPs, in partnership with colleagues across the institution. 

• Arrange local, domestic, and international travel for the CEO, CAO, and other executives; support the planning and execution of donor trips.  

• Keep appropriate records of donor meetings and activities in donor database (Raiser’s Edge) and other files.  

Executive Communications: 

• Draft clear, compelling correspondence for the CEO and CAO, as assigned. 

• Review and edit communications drafted by Advancement – including briefings, presentations, correspondence, and more – with a strong eye for detail, tone, and context. Route these for approval by the CEO, CAO, and/or Chief of Staff. 

• Draft other strategic communications as assigned.  

• Record donor correspondence in donor database (Raiser’s Edge) and other files. 

Committee & Event Support: 

• Partner with the Board Operations Administrator and Special Events team to manage at least ten Board committee meetings annually, including drafting presentations, arranging logistics, utilizing BoardEffect, and executing meetings. 

Qualifications:

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

• Experience with nonprofit fundraising strongly preferred. 

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

• Excellent persuasive writing, proofreading, and editing skills.  

• 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 donor visits. 

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

• Fluency in Microsoft Word, PowerPoint, 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.

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