Executive Administrator

Friends of the Public Garden (the “Friends”) is seeking an Executive Administrator to perform a wide range of administrative duties in support of Boston’s historic downtown parks and their advocates. This role includes executive support for the President as well as logistics within our office, located directly across the street from the Public Garden. The Executive Administrator will serve as a conduit between the staff and the Board of Directors, coordinating all related business, including board meetings and committee work, board relations, and overall management of the board calendar and workflow. The ideal candidate will be detail-oriented, possess good judgement and communication skills, be proactive and adept at multitasking in a fast-paced work environment, and will value the essential role of public parks in the vibrancy of our city.

About the Organization

Friends of the Public Garden is one of the longest-operating non-profit park partnership organizations in the country with a half-century record of preserving and restoring Boston’s most iconic parks: the Boston Common, the Public Garden, and the Commonwealth Avenue Mall. Founded in 1970, the organization partners closely with the City of Boston Parks & Recreation Department to protect and enhance these three historic parks for the public. We are local and citywide greenspace advocates, leading the way in creating a meaningful public-private partnership, fostering park stewardship through our outreach and engagement, and caring for the parks via informed best practices and a focus on outcomes. Through park maintenance and improvement projects, programming, events, advocacy, and communications, the Friends ensures that Boston’s historic downtown parks are thriving greenspaces that serve all users and provide an essential foundation for civic life. We are stewards of the parks for all they offer today, and for the benefit of future Boston residents and visitors.

The Executive Administrator’s principal responsibilities include, but are not limited to, the following:

Leadership Support

• Provide high-level administrative support to the President, including handling internal/external scheduling requests and meeting arrangements, preparing materials as assigned, and managing meetings, including notetaking and communicating outcomes, decisions, and actions to all relevant stakeholders. 
• Manage and support special projects as assigned, including providing research, follow up, and production of deliverables. 
• Draft, proofread, format and distribute communications on behalf of the President and Board Chair with the utmost attention to detail and accuracy.
• Collaborate as a member of the Friends team, contributing creative ideas, problem-solving and support for others as needed.
• Support the upcoming strategic planning process to ensure that the work is organized and executed with thorough communication and documentation.

Board Relations and Committee Support

• Under the direction of the President, serve as liaison for the Friends Board of Directors, including the Council and committees of the board, with responsibility for communication, scheduling, meeting and event planning, logistics, notetaking, reports, onboarding of new board members, and relationship management.
• Anticipate the needs of board members and proactively communicate to ensure a positive and productive board experience.
• Support Board Chair as needed, keeping them updated on meetings and schedules, coordinating meeting agendas, and ensuring follow up is accomplished.
• Coordinate and plan board events from start to finish. Proactively manage all logistics, including communicating with vendors.

Organizational Support

• Maintain a positive and productive office environment through establishing a high standard of operations and support, and seeking to improve systems, policies, and procedures.
• Coordinate phone and office coverage with other front office staff.
• Maintain and organize cloud-based document management and filing systems.
• Manage shared resources like the conference room, A/V systems, storage, office supplies, and equipment for all staff.
• Plan and schedule office events, including staff meetings, orientations, and training sessions.
• Support the Development, Communications, and Parks Care teams by providing administrative and event support as needed, both in the office and in the parks.
• Other responsibilities as assigned.

Minimum Qualifications

• Minimum of two years of administrative experience in a professional office setting with a comparable level of responsibility providing support to leadership.
• Bachelor’s degree.
• Proficiency and ease using Microsoft Office Suite (Word, Excel, PowerPoint), Google Workplace and online meeting tools, such as Zoom.
• Strong communication skills and excellent writing skills.
• Ability to handle sensitive information in a confidential manner. 
• Ability to interface with the public via email, phone, or in person, in a responsive, professional manner that reflects the welcoming, inclusive nature of the Friends.
• Must have the ability to work independently, be resourceful, and take initiative in a fast-paced work environment while maintaining attention to detail.
• Must exhibit excellent dependability, judgement, and flexibility in managing multiple demands.
• Willingness to work outdoors from time to time to support the activities of the Friends. Willingness to work occasional evenings or weekends for special events.
• An understanding of Board governance or an interest in becoming adept and skilled in this area is desirable.

This is a full time, 40 hour per week, non-exempt position with an opportunity for hybrid work (3 days in the office) after 2 months, or as determined by the President.

The anticipated starting salary range for this position is $60,000 - $65,000, commensurate with experience. Benefits include medical, dental, life and disability insurance and public transportation benefits.

See Job Posting on our website.

To apply, send resume and letter of interest (required) to: opportunities@friendsofthepublicgarden.org

Ensure all file attachments include applicant’s last name.

Applications will be reviewed on a rolling basis until the position is filled.

No phone calls, please.

Equal Employment Opportunity

Friends of the Public Garden is an equal employment opportunity employer. In accordance with applicable law, we prohibit harassment and discrimination based on race, color, religion, creed, gender, sexual orientation, pregnancy or related medical conditions, age, national origin or ancestry, physical or mental disability, genetic information, military or veteran status, gender identity or expression, transgendered status, or any other category protected by applicable federal, state or local laws.

Benefits include medical, dental, life and disability insurance and public transportation benefits.