Executive Assistant

Boyce Thompson Arboretum; Superior (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

Boyce Thompson Arboretum in Superior, AZ is seeking an Executive Assistant who provides comprehensive administrative support to the Executive Director and coordinates governance processes.

You will manage calendars, travel, expense reports, board communications, and special projects while maintaining confidentiality.

A Bachelor's degree and 3 years of executive-support experience are required; AZ driver’s license is preferred.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, or a related field.
• Minimum of 3 years of varied and increasingly responsible office/admin support experience.
• Minimum of 1 year experience supporting an executive-level position.

Responsibilities

• Manage the Executive Director’s calendar, correspondence, and electronic communication; draft correspondence and ensure timely response; extend invitations on behalf of the Executive Director.
• Act as liaison to the Board of Directors and provide admin support for meetings, minutes, and document uploads.
• Provide general admin support including filing, maintaining databases, and basic office tasks.
• Prepare the Executive Director for meetings, speaking engagements, and events; plan events as needed.
• Support special projects and drive them to completion.
• Assist HR Generalist and Safety Officer with safety records and materials.
• Plan and support donor engagement and HR communications as needed.

Skills

Verbal and written communication

Organization & time management

Discretion & confidentiality

Problem solving

Microsoft Office proficiency

English fluency

Education

Bachelor's degree in business/office administration

Tools

Microsoft Office Suite

Job description

About Us

Boyce Thompson Arboretum is Arizona's oldest and largest botanical garden, founded in 1924. Situated on 374 acres at the base of Picket Post Mountain and bordering the Tonto National Forest in Superior, Arizona, we offer a unique work environment with miles of scenic trails and abundant wildlife. Our living collection showcases extraordinary plants from desert regions and the native beauty of the Sonoran Desert. We focus on conservation, education, horticulture, and creating meaningful experiences for our visitors.

Turn your passion for the outdoors into a career at the Arboretum. Our team values teamwork, stewardship, curiosity, and a love for the natural world. If you thrive on hiking, birdwatching, camping, or simply spending days surrounded by nature, this is the place for you. Located just 30 minutes from Mesa and one hour from downtown Phoenix, the Arboretum offers a rewarding career immersed in Arizona's outdoors.

Job Summary

The Boyce Thompson Arboretum is seeking an Executive Assistant who is passionate about working for a nonprofit and supporting a dedicated team. Reporting to the Executive Director, the Executive Assistant provides comprehensive administrative support, coordinates executive‑level processes, and serves as a liaison to the Board of Directors.

Duties and Responsibilities

• Manage the Executive Director’s calendar, correspondence, and electronic communication; draft correspondence and ensure timely response; extend invitations on behalf of the Executive Director.
• Act as a liaison to the Board of Directors and provide administrative support for all meetings and activities, including meeting set up, correspondence, minutes, maintaining contact lists, and uploading documents to the Board portal.
• Provide administrative support that includes filing both in paper and electronic systems, maintaining databases and electronic spreadsheets, and other basic office tasks as needed.
• Prepare the Executive Director for meetings, speaking engagements, and events; plan events as needed that support Arboretum activities.
• Provide planning, organization, and administrative support for special projects/assignments.
• Take on special projects and drive them to completion.
• Assist the HR Generalist and Safety Officer with maintaining safety records and updating materials as needed.
• Support program and conservation activities as needed: scheduling working group meetings, event planning, meeting facilitation, minutes and follow‑up.
• Make independent decisions and judgments in areas of responsibility with limited supervision.
• Schedule travel for Senior Leadership team/staff and process expense reports.
• Manage competing schedules, projects, and activities.
• Plan, organize, and provide administrative support for confidential correspondence, presentations, and communications.
• Provide thorough meeting minutes and action items when needed.
• Set priorities and timelines with the Executive Director and execute according to decisions.
• Assist the Development Department with donor engagement and correspondence as it relates to the Executive Director.
• Provide support for HR: maintain employee data, plan engagement activities, training, and communications.
• Maintain confidentiality throughout the organization both internally and externally.
• Interact professionally with external and internal stakeholders to accomplish assigned tasks.
• This list is not comprehensive; other tasks may be required.

Education and Experience

• Bachelor’s Degree in Business Administration, Office Administration, or a related field.
• Three (3) years of varied and increasingly responsible office and/or administrative support experience.
• Minimum of one (1) year experience supporting an executive‑level position.
• Must have a valid AZ driver’s license or ability to obtain one; clean driving record required.

Knowledge, Skills, and Abilities

• Strong verbal and written communication skills and ability to work effectively with a wide range of people.
• Proactive and strategic thinking, takes initiative, and aligns tasks with the executive’s goals.
• Strong organization and time‑management skills to multitask, prioritize effectively, and manage complex schedules.
• Detail‑oriented, capable of handling complex schedules and projects efficiently.
• Problem‑solving, critical thinking, anticipates needs, and resolves issues as they arise.
• Technical proficiency: high level of computer literacy, especially Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook).
• Ability to remain composed and resourceful when managing shifting priorities and unexpected challenges.
• Ability to handle confidential information with integrity, discretion and trustworthiness.
• Ability to handle competing priorities in a fast‑paced work environment and adapt to changes in scheduling and tasks.
• Ability to communicate with fellow staff, applicants, stakeholders, visitors, and donors, in English, both written and oral.

Physical Requirements

• Majority of the work performed in an office environment, requiring use of standard office equipment and keyboards.
• Ability to work in a sedentary position for up to 8 hours at a time.
• Must be able to occasionally work on weekends, evenings, and holidays.
• Ability to lift 10 pounds; may need to lift up to 50 pounds with assistance during special events.
• Must walk short distances, move throughout the office and grounds, occasionally traverse uneven terrain and hiking conditions, and perform repetitive wrist, hand, and finger movements.
• Fully functional vision required; prescription lenses are acceptable.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.