Executive Assistant - Seasonal Full-time

Title: Executive Assistant

Exemption Status: non-exempt

Department: Human Resources & Finance

Reports to: Business Administrator, Finance & Human Resources

Seasonal full-time, 6-month assignment (30 hours per week)

Seasonal Full-time employees with a six or more month assignment and scheduled to work at least 30 hours per week are eligible for the following Benefits:

2025 Chicago Botanic Garden Benefit Guide JP - Seasonal Full-time

Compensation Philosophy:

At the Chicago Botanic Garden, our compensation philosophy is rooted in our core values: Growth, Understanding, Resilience, and Trust through Transparency. We are committed to creating a workplace where everyone feels respected, valued, and appreciated.

Our objective is to create compensation and growth opportunities for our employees that are highly competitive, internally equitable and transparent. The foundation of our efforts is a straightforward approach that can be easily communicated by managers with defined pay ranges for all positions. When posting job openings, we share the minimum salary up to the budgeted amount.

The starting salary for new staff members is determined by considering the salary range assigned to the position and by reviewing the candidate's qualifications for the job as compared with job responsibilities. Prior work experience should be considered in determining the salary offer, provided that it is relevant to the job. Additional factors such as secondary language proficiency or advanced degrees that enhance performance may also be considered. A candidate's salary may exceed the minimum amount based on factors such as experience, additional skills (e.g., secondary language proficiency), or pertinent degrees that enhance the individual's contribution to the role but are not required. Opportunities for increased compensation are provided through referral bonuses, shift differentials, Thank You Pay, promotions, and periodic pay increases based on the Garden's overall performance and financial budgets.

Our total compensation and benefits package is people centric. We prioritize employee wellness across three pillars: physical, mental, and financial. Our goal is to offer innovative total rewards that support continuous professional growth, personal development, and provide the flexibility needed to balance personal and professional commitments.

Position Overview:

The Seasonal Executive Assistant will report to the Business Administrator, Finance and Human Resources and will provide high-level administrative and project support to both the Human Resources and Finance departments. This role requires a highly self-sufficient professional who can work independently with minimal supervision.

Key responsibilities include oversight of special projects-particularly in support of executive administrative work related to document production and file organization, stemming from increased departmental workload, and in staff event planning. This role will also provide back-up support for new employee welcome and onboarding sessions. Strong time management, meticulous attention to detail, and the ability to manage multiple priorities with limited direction are essential.

This is a 30-hour per week, six-month seasonal position. Some Sunday availability may be required for staff event support.

Responsibilities

In this role you will be responsible for the following:

Under the supervision of the Business Administrator, Finance and Human Resources, provide high-level administrative support to both departments, managing a wide range of clerical and operational functions with professionalism and efficiency.

Lead the preparation, editing, formatting, and distribution of documents, including scanning, digital and physical filing, printing, and assembly of materials for meetings and presentations.

Serve as special project lead on select departmental initiatives, ensuring timely execution, clear communication with stakeholders, and successful project closure.

Project lead for staff events and internal meetings, overseeing logistics, timelines, materials, and day-of execution with limited direction.

Provide back-up support for new employee welcome and onboarding sessions, ensuring a positive and organized first-day experience.

Manage invoice processing, supply ordering, and administrative systems to ensure organized and efficient departmental operations.

Exercise judgment and discretion in completing additional duties as assigned, adapting to shifting priorities and organizational needs.

Qualifications

Our ideal candidate will have the following:

• High school diploma required; some college preferred
• At least 15 years of experience in C-Suite administrative executive support roles, with strong preference for experience in human resources and/or finance environments
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Fluency in English required; some Spanish preferred
• Excellent written and verbal communication skills; proofreading skills required
• Minimum 10 years of experience planning and executing events, with demonstrated ability to manage logistics and coordinate across departments
• Strong organizational and multitasking skills
• At least 7 years of experience navigating and managing files on a computer network; SharePoint proficiency and version control experience preferred
• Demonstrated ability to work independently with minimal supervision while contributing effectively to a team
• Strong problem-solving skills and meticulous attention to detail
• Proven ability to handle sensitive and confidential information with professionalism and discretion
• Minimum 5 years of experience facilitating employee training sessions

Physical Demands:

Office setting with regular activities at other buildings and locations on a 385-acre campus. Frequent sitting, standing, walking, bending, listening, speaking, and keyboarding. Use of office equipment including computers, telephones, copiers, and scanners. Some requirements for lifting, pushing, or pulling items less than 30 pounds, in addition to stacking and unstacking boxes.

Why Apply?
Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, or basis of disability, or any other federal, state, or local protected class.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and qualifications required of personnel so classified.

In accordance with Title IX of the Education Amendments Act of 1972, Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX Coordinator should you have questions or concerns. Please do not call this number to inquire about job postings or the status of your application, or with solicitations from companies or third-party recruiters.