Administrative Assistant to the Garden Directors at undefined

About the Role

The Administrative Assistant to the Garden Directors provides essential administrative, technical, and clerical support to department leadership, with a primary focus on the Directors of Horticulture/Operations and Conservation/Research - the Garden’s two largest departments. This role requires exceptional organizational and interpersonal skills, strong attention to detail, and the ability to handle sensitive information with discretion. This is a full-time (40 hours per week), non-exempt, benefited position. 

A Day in the Life

You’ll be the go-to person who helps keep things running smoothly for our directors. Your work will ensure meetings are prepared, communication is clear, and projects move forward efficiently. Every day is different, but you can expect to:

• Keep schedules and meetings running seamlessly — from coordinating logistics and preparing agendas to taking minutes and ensuring follow-up items don’t fall through the cracks.
• Be a trusted point of contact for directors, managing calendars, fielding routine emails and calls, and helping keep priorities in order, as requested.
• Handle sensitive information with discretion and professionalism.
• Support special projects that advance the Garden’s mission, working with the directors.
• Keep administrative tasks humming — from processing invoices to scanning, filing, and preparing documents.
• Make sure internal meetings and events are set up for success.
• Schedule committee meetings and ensure they do not conflict with Garden wide events.
• Provide logistical support for programmatic committee meetings including managing invitations and attendance, technology, setup, note taking, and follow-up
• Work in partnership with the Conservation Department to complete the monthly WEX fuel bill 
• Ensure the Board of Trustees are invited to Garden-wide events 
• Respond to requests from the Senior Leadership team to submit invoices in Ramp.
• Running errands, e.g. snacks and drinks for meetings, as needed.

What You’ll Bring 

• At least two years of administrative and clerical experience.
• Strong organizational skills with a sharp eye for detail and accuracy.
• Excellent time management; you’re great at juggling priorities and meeting deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Top-notch interpersonal skills with the ability to communicate clearly, concisely, and professionally.
• A collaborative mindset — you enjoy supporting others and contributing to shared success. 

 You’re Someone Who Can 

• Communicate comfortably with staff, leadership, volunteers, and external partners.
• Work independently while thriving as part of a team.
• Adapt quickly to shifting priorities in a fast-paced environment.
• Keep calm, focused, and detail-oriented while handling multiple moving parts.

Requirements

Certificates & Licenses

• Valid California Driver License with an acceptable driving record.

Physical Functions

• Sit for up to two hours at a time; use computer and phone for extended periods.
• Stand and walk for extended periods, including on stairs and Garden trails.
• Occasionally lift and carry up to 40 lbs.; bend, squat, and perform other physical tasks.
• This role is 100% on-site and does not qualify for remote work.

More About Us

The Garden is a beautiful place to work!   In addition to beautiful views, outdoor work environments include exposure to extreme temperature fluctuations, rain, dust, allergens, poison oak, insects, wildlife, and sun exposure.

Disclaimer:

You must be able to perform the essential functions of the position satisfactorily, and if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. 

Santa Barbara Botanic Garden retains the right to change or assign other duties to this position.