Executive Assistant / Office Manager

Portland Botanical Gardens; Portland (OR); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Paid time off

No medical benefits

Job summary

Portland Botanical Gardens in Portland, OR seeks an Executive Assistant / Office Manager to support the CEO, oversee payroll, governance, fundraising, and marketing, while coordinating staff and board activities.

The role requires exceptional organizational skills, discretion, and the ability to wear many hats in a nonprofit setting. Salary range is $65-$75K per year with paid time off and no medical benefits.

Qualifications

• 5+ years of progressively responsible experience in executive administration.
• Experience supporting senior executives and/or Boards.
• Nonprofit experience preferred.
• Experience with payroll and financial administration.
• Strong scheduling and event coordination.
• Bachelor’s degree preferred; equivalent experience considered.

Responsibilities

• Support CEO with calendar, travel, and correspondence.
• Coordinate Board and committee meetings and minutes.
• Oversee office operations and administrative systems.
• Assist with fundraising, marketing, and communications.
• Handle confidential information with discretion.

Skills

Organizational skills

Executive support

Communication

Discretion

Problem solving

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

CRM/donor management

Payroll systems

Job description

Executive Assistant / Office Manager – Portland Botanical Gardens

About Portland Botanical Gardens

The Portland Botanical Gardens (PBG) was formed in 2020 as a 501(c)(3) nonprofit by a passionate group of botanists, conservationists, and horticulturists. The idea of a major botanical garden for Portland was initiated by Sean Hogan, a renowned botanist and a founding member of the PBG board. Since its founding, PBG has been devoted to the creation of an inclusive and community-serving botanical garden for the ‘City of Gardens.’PBG’s mission is to bring plants and people together and provide an immersive space for knowledge. Community and collaboration. As this dream becomes a reality, we are looking to start building our team.

We are seeking an Executive Assistant / Office Manager to serve as a trusted partner to our Chief Executive Officer (CEO) while helping manage key business operations and supporting the Board of Directors. This is a highly visible, multi-faceted role that offers the opportunity to make a meaningful contribution across virtually every area of the organization.

Reporting directly to the CEO, you will provide executive-level administrative support while also helping oversee office operations, payroll and financial administration, Board and governance activities, fundraising support, and marketing and communications. If you are someone who enjoys wearing many hats, solving problems, creating order, and making an organization better, this could be an excellent opportunity for you.

What You’ll Do:

Support the CEO

• Manage the CEO’s calendar, meetings, travel, correspondence, and day-to-day administrative needs.
• Help prioritize competing demands and ensure the CEO’s time is focused on the organization’s highest priorities.
• Prepare presentations, reports, briefing materials, and executive communications.
• Exercise sound judgment and discretion when managing calls, emails, visitors, and confidential information.
• Track action items and follow up to help ensure organizational priorities stay on track.
• Coordinate staff and leadership meetings, including agendas, minutes, and follow-up.

Partner with the Board of Directors

• Serve as a key liaison among the CEO, Board Chair, Board members, and staff.
• Coordinate Board and committee meetings, including scheduling, logistics, agendas, materials, and electronic Board packets.
• Prepare and distribute accurate meeting minutes.
• Maintain official Board and governance records, including bylaws, resolutions, committee rosters, and other organizational documents.
• Track Board action items, deadlines, and annual governance calendars.
• Support Board member onboarding and orientation.

Help Keep the Organization Running Smoothly

• Oversee day-to-day administrative and office operations.
• Develop and improve administrative systems, procedures, and workflows.
• Manage office supplies, equipment, vendors, and service contracts.
• Coordinate facility-related administrative needs.
• Maintain organizational files, records, calendars, and important deadlines.
• Assist with policies, administrative compliance, and other organizational needs.

Support Payroll & Financial Administration

• Prepare and process payroll accurately and on schedule.
• Maintain payroll records and employee information.
• Coordinate payroll changes with Human Resources and Finance.
• Process invoices, expense reimbursements, and vendor payments.
• Assist with budget tracking and financial reporting.
• Organize documentation for annual audits and grant reporting.

Contribute to Fundraising & Development

• Provide administrative support for fundraising campaigns and donor engagement.
• Coordinate donor acknowledgements and stewardship communications.
• Assist with grant applications and supporting documentation.
• Coordinate fundraising events and donor meetings.
• Track fundraising activities and prepare reports for leadership and the Board.
• Support sponsorship and membership initiatives.

Support Marketing & Communications

• Assist with newsletters, email communications, and other organizational communications.
• Update website content and organizational calendars.
• Coordinate social media scheduling and content.
• Assist with marketing materials and promotional collateral.
• Support public events and community outreach.
• Help maintain consistency in the organization’s brand and communications.
• Provide administrative support for media and public relations efforts as needed.

Be a Versatile Organizational Resource

• Coordinate organizational events, retreats, and staff meetings.
• Assist with HR administration, onboarding documentation, and personnel records.
• Prepare reports, spreadsheets, presentations, and other materials.
• Coordinate travel arrangements and conference registrations.
• Handle sensitive personnel, financial, donor, and organizational information with the highest level of confidentiality.
• Pitch in wherever needed to support the organization’s mission.

What We’re Looking For:

We’re looking for someone who combines exceptional organizational skills with initiative, sound judgment, and a genuine desire to help others succeed.

You Bring:

• 5+ years of progressively responsible experience in executive administration, business management, or a related area.
• Experience supporting senior executives and/or Boards of Directors.
• Experience in a nonprofit environment is strongly preferred.
• Experience with payroll and financial administration including Quickbooks.
• Strong experience coordinating complex schedules, meetings, events, and multiple priorities.
• Experience supporting fundraising, development, marketing, or communications is a plus.
• A bachelor’s degree in Business Administration, Communications, Nonprofit Management, Public Administration, or a related field is preferred; equivalent experience will be considered.
• Staying organized and keeping track of the details—even when there are a lot of moving pieces.
• Managing competing priorities without losing sight of deadlines.
• Anticipating needs and taking initiative rather than waiting to be asked.
• Communicating clearly and professionally with a wide range of people.
• Building positive relationships with Board members, donors, staff, volunteers, and community partners.
• Exercising good judgment and maintaining confidentiality.
• Working independently while also being a collaborative team member.
• Finding solutions when there isn't already a process or playbook.
• Learning new systems and technology quickly.

Technology

Proficiency with Microsoft Office, Google Workspace, and virtual meeting platforms is expected. Experience with CRM/donor management, payroll, accounting, or other business systems is a plus.

What Success Looks Like

Organized. You have a system for keeping track of details, deadlines, people, and priorities.

Proactive. You notice what needs to happen and take care of it before someone has to ask.

Resourceful. You’re comfortable figuring things out, solving problems, and navigating situations that don’t come with a step-by-step manual.

Discreet. You understand that this position will involve sensitive information and can be trusted to handle it appropriately.

Diplomatic. You can communicate comfortably and professionally with everyone from staff members to Board members, donors, community leaders, and partners.

Adaptable. You’re comfortable shifting gears and moving from an executive priority to a Board meeting to a payroll question to a fundraising event—all in the same day.

Mission-driven. You care about the work of a nonprofit botanical garden and enjoy knowing that the work you do behind the scenes helps advance a larger mission.

Working Conditions This is primarily an office-based position with occasional evening and weekend commitments for Board meetings, fundraising events, community activities, and special events. Occasional travel may be required. The position may occasionally require lifting and moving materials weighing up to 25 pounds.

Why This Role Matters

This is much more than an administrative position. The Executive Assistant / Business Manager is a central organizational partner who helps connect the CEO, Board, staff, donors, and community while ensuring that the day-to-day business of the organization runs smoothly.

If you are energized by variety, enjoy being highly relied upon, and want a role where your organizational skills and initiative can have a visible impact, we’d love to hear from you.

Salary range $65-$75K per year

Benefits: Paid time off, no medical benefits

NOTE: Krista Molloy, an HR Consultant with Expert Effect is working with Portland Botanical Gardens on this search.