Executive Assistant

Gardens are an essential part of the human experience. We visit gardens to find peace and healing, to be with friends and family and to better understand and connect with the natural world. Plants shape how we live, what we notice, and how we care for one another.

Right now, we are building something extraordinary in Seattle: an exceptional organization that brings together the unique strengths of the Arboretum Foundation and the University of Washington Botanic Gardens. We are joining forces to become a destination garden, exemplifying leadership in scientific research, public engagement, and inclusive access. Our vision is to be a home for learning, a force for sustainability, and a gateway to wonder. In every visit and through every season, we’ll help people of all ages meaningfully connect with the living world of plants and how they shape our lives and our shared future.

The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) serving as a trusted partner in advancing the organization's mission. This role also plays a critical part in facilitating effective communication and coordination with the Board of Directors. The successful candidate will be exceptionally organized, proactive and have impeccable attention to detail, excellent time management and communication skills. They will be comfortable in a fast-paced environment and able to adeptly manage competing priorities and nuanced situations. This role requires good judgment and discretion, and an elevated level of professional and administration skills. The successful candidate will be responsible and reliable.

The Executive Assistant works closely with the Chief Executive Officer and Executive Leadership Team while also interfacing across SBG’s program teams.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support

• Work effectively with the CEO to keep them well informed of upcoming commitments and responsibilities and follow up appropriately
• Oversee scheduling and manage complex, frequently shifting calendars for the CEO including scheduling meetings, appointments, submitting timesheets, and travel arrangements with both internal and external stakeholders
• Screen and prioritize incoming communications and requests, exercising sound judgment in routing or responding on behalf of the CEO
• Draft and send correspondence as requested
• Provide a bridge for smooth communication between the CEO, leadership team, and SBG staff
• Coordinate logistics for internal and external meetings, including agendas, materials, catering, note-taking, and follow-up on action items
• Handle confidential information with the highest level of integrity and discretion
• Anticipate the needs of senior leadership and proactively address administrative challenges before they arise
• Track deadlines, deliverables, and commitments on behalf of the CEO
• Prepare, proofread, and edit correspondence, presentations, reports, and briefing materials as needed on behalf of senior leadership

Board of Directors Relations

• Serve as the primary administrative liaison between the Executive Leadership Team and the Board of Directors
• Coordinate all Board and committee meeting logistics, including scheduling, venue or virtual platform arrangements, and catering
• Prepare and distribute Board meeting materials, including agendas, board packets, minutes, and supporting documents in a timely manner
• Record accurate and thorough minutes during Board and committee meetings; track and follow up on Board action items
• Maintain current Board rosters, contact information, committee assignments, and governance documents
• Support onboarding of new Board members and coordinate Board orientation materials
• Assist with planning Board retreats, recognition events, and other governance-related gatherings
• Organizational Administrative Support
• · Manage and reconcile executive expense reports and credit card statements
• · Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation
• · Support special projects, strategic initiatives, and event planning as directed by the CEO
• · Maintain organized digital and physical filing systems for executive and Board records
• · Build positive relationships with donors, partners, government contacts, and other external stakeholders on behalf of leadership
• · Maintain rosters for professional organization membership such as the American Public Garden Association
• · Contribute to opportunities for process improvement and service/practice strengthening
• · Uphold the organization’s values

DESIRED SKILLS

• Exceptional written and verbal communication skills
• High EQ with strong interpersonal and diplomacy skills
• Superior organizational and problem-solving skills with the ability to manage multiple competing priorities and meet deadlines with minimal supervision
• Ability to create effective tracking and management systems, follow up on open issues and carry tasks through to successful completion
• Good judgement and the ability to handle sensitive and confidential information with professionalism, maturity, and discretion
• Detailed-oriented, attention to accuracy
• A growth mindset and openness to learning and giving and receiving timely feedback
• Work as a member of a team with a strong collaborative and customer service orientation
• A commitment to participating in anti-racism work and supporting teammates in operationalizing DEI strategies
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), MS Teams, Zoom, nonprofit management software, and data management tools
• Familiarity with or passion for plant life, nature, public gardens, science, or conservation a plus

DESIRED EXPERIENCE

• 5+ years of experience in an executive assistant or senior administrative role, preferably in a nonprofit, cultural institution, or mission-driven organization
• Proven experience supporting C-suite executives and/or governing boards
• Experience supporting leaders through change, complexity, ambiguity, and growth
• Experience planning and coordinating events or board retreats
• Demonstrated ability to manage multiple projects and work collaboratively across teams, change work priorities as new assignments arise, meet successive deadlines, problem-solve, and multi-task
• Experience with nonprofit governance, board management platforms, or donor management software
• Bachelor's degree in business administration, communications, nonprofit management, or a related field strongly preferred

PHYSICAL REQUIREMENTS

Due to the nature of this position, work will primarily be on-location at the Graham Visitor Center and the Center for Urban Horticulture, with some remote work. The Graham Visitor Center is three stories without an elevator. The role requires the ability to lift heavy objects (up to 40 lbs), drive an electric cart for donor and visitor tours, and climb stairs to access office equipment, kitchen area and workstations. We understand that these may not comply with every individual’s ability and encourage applicants to inform us of any accommodations needed to create a welcoming, safe environment for the employee. We are committed to working with the successful applicant on making necessary accommodations for the role when an offer is presented. The position involves periodic weekend and evening work.

BENEFITS

● Generous paid vacation, sick time and holidays

● Medical, dental, and vision

● Matching retirement contribution

● Office located in a beautiful garden setting!

TO APPLY

Please send your resume and cover letter to jobs@arboretumfoundation.org. Please, no calls or in-person visits without an appointment. Position open until filled, with a priority deadline of May 11, 2026.

Disclaimer:

This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required for this position. All employees may be required to perform duties outside of their typical responsibilities from time to time, as needed, to meet the organization's ongoing needs.

EEO Statement:

The Arboretum Foundation is an Equal Opportunity Employer. Employment opportunities at the Arboretum Foundation are based on one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, creed, color, religion, sex, pregnancy or maternity, national origin, age, HIV, AIDS, and Hepatitis C status, marital status, sexual orientation, gender identity; honorably discharged veteran or military status, genetic information, the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability or, any other characteristic protected by law.

• This Equal Employment Opportunity policy governs all aspects of employment, including, but not limited to, recruitment, hiring, selection, job assignment, promotions, transfers, compensation, discipline, termination, layoff, access to benefits and training, and all other conditions and privileges of employment.

Pay: $68,000.00 - $78,000.00 per year

Application Question(s):

• Do you have experience supporting senior level management?

Experience:

• Executive administrative support: 5 years (Preferred)

Work Location: In person