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Executive Assistant
Category: Clerical

Phipps Conservatory and Botanical Gardens
Pittsburgh, Pennsylvania

Posted: Friday, June 6, 2014

Executive Assistant
Phipps Conservatory and Botanical Gardens

Esteemed as the Green Heart of Pittsburgh and one of the world’s greenest public gardens, Phipps Conservatory and Botanical Gardens is empowered by its mission to inspire and educate all with the beauty and importance of plants; to advance sustainability and promote human and environmental well-being through action and research; and to celebrate its historic glasshouse.

Phipps is seeking a full-time Executive Assistant to provide administrative support for the Executive Director.  Essential duties and responsibilities:

  • Arrange, coordinate, compose and/or type all written correspondence, emails, reports, memos, schedules and other materials for Executive Director
  • Coordinate meetings and maintain Outlook calendar for Executive Director.
  • Arrange and coordinate transportation, travel, hotel reservations, meals, written materials and meeting details for Executive Director, board members and staff.
  • Place, answer and screen calls to visitors for the Executive Director. Greet and escort visitors. Provide Conservatory tours as required.
  • Assist Executive Director with basic information research; prepare and arrange charts, graphs, audio-visual materials and other data as needed.
  • Open, screen and direct mail for Executive Director.
  • Maintain tracking system for correspondence and projects, keeping Executive Director apprised of the status of projects and adhering to project deadlines.
  • Attend board meetings; record and accurately transcribe minutes for distribution.  Prepare and organize information and necessary supplies for all board meetings.
  • May be required to deliver or pick up documents and parcels, make trips to bank, post office, etc.
  • Perform other duties as assigned.

The candidate must be a professional, highly motivated and reliable individual with exceptional writing, communication and organizational skills; must be able to handle multiple tasks simultaneously with minimal supervision.  Strong computer skills (Microsoft Office) required.  Bachelor’s degree and two years’ relevant experience preferred; museum/nonprofit experience is a plus.  Phipps offers a competitive compensation package and a beautiful, unique atmosphere.

To apply, please email a resume, cover letter and salary history to or mail to Phipps Conservatory and Botanical Gardens, Human Resources Department, One Schenley Park, Pittsburgh, PA 15213.  No telephone calls, please. Phipps is an equal opportunity employer.

For more information about Phipps, please visit our website:

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