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About the Role

The Gardens seek an Executive Assistant (EA) to support four Executive Team Members. The EA plays a critical role in delivering high-impact, proactive operating and administrative support, promoting productivity and enabling greater organizational ease. This role anticipates needs before problems arise, removing friction and setting the team up for success. The Executive Assistant enables the Executive Team to focus on strategic initiatives and partnerships, fundraising, board development, decision-making, and relationships with external constituencies. This role partners closely with the Executive Team to manage priorities, coordinate schedules, and ensure effective follow-through. The Executive Assistant supports day-to-day operational needs and fills in critical staffing gaps as necessary to ensure the organization runs smoothly and efficiently. The EA is a champion of organizational culture and inclusion, fostering teamwork and collaboration and setting the tone for a high level of professionalism. The EA recognizes that both internally and externally, they are at all times an ambassador for the Gardens and Executive Team. Success in this role requires the highest level of discretion, judgment, and professionalism to handle highly confidential and critical matters; exceptional verbal and written communication skills; and a steadfast commitment to excellence.

Responsibilities

• Provide high-level administrative support to the Executive Team.
• Manage calendars for the Chief Financial Officer, Chief Experience Officer, Director of Advancement, and Chief of Staff.
• Track key initiatives to meet critical deadlines and deliverables, proactively following up to ensure progress.
• Plan, organize, and prepare for meetings, including composing agendas and notes, confirming logistics, clarifying objectives, and providing necessary materials.
• Prepare, edit, and format presentation slides, memos, reports, and other documents, ensuring brand guidelines and organizational voice.
• Support the Chief of Staff in providing high-level support for the Board of Directors, including preparing meeting packets and providing catering/technical support for in-person meetings.
• Support ET members in leading their respective quarterly remote board committees.
• Ensure and lead by example that the organization prioritizes a hospitality-driven, visitor-centric lens in all operations.
• Assist in planning and day-of support for quarterly management team meetings and other staff meetings.
• Support and partner with ET and Senior HR Manager on Justice, Equity, Diversity, and Inclusion (JEDI) initiatives and strategic priorities.
• Support donor-related activities that require occasional evening and weekend commitments.
• Support organization-wide events such as Flower Piano, Lightscape, member events, other programming and special projects as assigned, sometimes accommodating a flexible work schedule, including evenings and weekends.

Requirements

• Progressive experience (5+ years) supporting executive leadership.
• Experience with nonprofit board governance and stakeholder engagement.
• Excellent written and verbal communication skills.
• Highly proficient in Microsoft Office Suite: Outlook, Word, PowerPoint, and Teams.
• Highly proficient in Adobe Acrobat.
• Highly proficient in CRM and project management systems, such as Salesforce and Asana.
• A track record of keeping confidentiality and experience working on critical matters.
• Exemplifies highest standards of integrity, professionalism, discretion, personal accountability, and excellence; demonstrates emotional intelligence and self-awareness; inspires confidence and trust.
• Genuinely enjoys engaging people; warm, approachable, and comfortable interacting with staff, board, high-level donors, and city leaders.
• Highly collaborative: a team player able to motivate and organize staff, understanding departmental intersections within the institution to work towards shared goals.
• Commitment and excitement to learn about the Gardens’ mission, vision, values, and collections.
• Able to think strategically with a big picture, outcome-driven focus, staying connected to broad institutional goals, while also being detail and analysis oriented.
• Proactively and strategically anticipates needs before issues arise.
• Ability to work well in a fast-paced environment and under pressure to easily adapt to changing priorities; exercises good judgment and stays focused on overarching goals.
• Strong communication and interpersonal skills; able to build collaborative relationships across a team and with external partners.
• Demonstrates a genuine commitment to Justice, Equity, Diversity, and Inclusion (JEDI) and the ability to lead with an equity lens.
• Upholds an unwavering commitment to great visitor experience and a genuine interest in the Gardens’ mission.
• Must work at least 3 days a week onsite.
• Up to 2 days a week may be remote if the work schedule allows, but a regular onsite presence is essential for success in this role.
• Must be able to work across all three Garden sites in varying weather conditions outdoors year-round and inside a tropical conservatory, as well as in shared office spaces.
• Able to engage in a range of physical motions including standing or sitting at a desk or computer, walking on uneven surfaces, climbing stairs, and occasionally working outside in varying weather conditions.
• Ability to manage risk, adhering to the Gardens’ safety and emergency protocols.

Skills

• Microsoft Office Suite
• Outlook
• Word
• PowerPoint
• Teams
• Adobe Acrobat
• CRM systems
• Project management systems
• Salesforce
• Asana
• Written communication
• Verbal communication
• Organizational skills
• Leadership skills
• Interpersonal skills
• Discretion
• Judgment
• Professionalism
• Emotional intelligence
• Self-awareness
• Collaboration
• Strategic thinking
• Detail orientation
• Analysis
• Risk management

Location

• Onsite (at least 3 days/week)
• Remote (up to 2 days/week)

Work Type

• Full-time
• Hybrid

Experience Level

• 5+ years supporting executive leadership

Salary/Compensations

• $39.50-$44.50 per hour

Benefits

• Regular with Benefits

About the Company

• The Gardens of Golden Gate Park unite three historic gardens—the landmark Conservatory of Flowers (1879), the Japanese Tea Garden (1894), and the 55-acre San Francisco Botanical Garden (1940)—featuring more than 10,000 different kinds of plants from around the world, from rare orchids and cloud forest species to California native plants and serene Japanese landscapes.
• Our pioneering public-private partnership between the San Francisco Recreation & Parks Department and San Francisco Botanical Garden Society combines the city's expertise in horticulture and facilities with the nonprofit’s strengths in visitor experience, education, philanthropy, membership, marketing, curatorial services, interpretation, and community engagement.
• Together, we connect people to plants, the planet, and each other, cultivating an internationally renowned destination where conservation, natural beauty, and community flourish.

Equal Opportunity

• Gardens of Golden Gate Park is an equal opportunity employer and encourages candidates with diverse backgrounds and experiences to apply.
• We are an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy), national original, age (40 or older), disability, genetic information, or any other category protected by law.