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E.B. Dunn Historic Garden Trust (Dunn Gardens)-Trust Administrator -Tue, 09/07/2021 - 2:12pm

Trust Administrator


E.B. Dunn Historic Garden Trust (Dunn Gardens)
13533 Northshire Road NW
Seattle , WA 98177
United States
Washington US

Employment Type

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Job Details

Job Description 

The Trust office Administrator is a part-time position and he/she is paid for 15 to 20 hours a week. They interface with the public, board, docents, and garden staff with commitment to a positive reputation for the Gardens. They are to endeavor to make all functions run smoothly and cheerfully. They answer the phone and all email messages. They are the contact person with board, committees, staff and public.

They work closely with the Executive Director and respond to all requests efficiently and with good humor. Coordinate calendar, event duties, publicity, and membership/donations to support the Executive Director for the betterment of the Gardens. The Garden Trust Office Administrator reports to the Executive Director. The ED does the annual review of the Trust Office Administrator. The results are reported to the Executive Committee of the Board.

Duties & Responsibilities 

Office efforts include:
• Have the ability to multitask and be flexible
• Ability to work on Apple-McIntosh operating system
• Have a working knowledge of Word, Excel, Constant Contact, Little Green Light, Power Point
• Coordinate with Executive Director to keep master calendar
• Generate all mailings, mailing labels, lists and reports
• Draft letters as required
• Maintain voice messages on phone
• Support all board committees (copying, making reports, finding pertinent information, etc.)
• General office duties: (banking, office supplies, mail and postage, book sales, miscellaneous sales)
• Run errands
• Order needed supplies
• Update events on the Dunn Gardens Website
• Generate monthly event notices on LGL for staff and residents (weekly updates as needed)
• Send out publicity notices: Newspapers, Pacific Horticulture, Grape View, magazines, etc.
• Attend to organizational renewals
• Take reservations for all events, update database, and respond to each person with critical information.
• Maintain petty cash—coordinate with the bookkeeper
• Maintain office materials and equipment
• Attend staff meetings
• Maintain Google Calendar
• Assist in creating and designing publicity posters, gift cards, event invitations, and correspondence for AA & membership drive
• Maintains organization of office files coordinating with the Executive Director

Memberships/Donations management:
• Maintain database (LGL) for memberships and donations (entering new information, updating, tracking, renewals)
• Produce reports on donors as requested
• Generate timely renewal emails
• Generate thank you letters for all memberships, donations and appeals
• Notify executive director of large or special donations
• Coordinate with bookkeeper to update membership and donation information
• Code all membership and donation income for bookkeeper

Cottage Rental:
• Coordinate house usage and event information

• Prepare event folder for wedding couples (contract, map, brochure, business card, etc)
• Answer emails from couples
• Provide tour of facilities and answer questions about weddings at Dunn
• Follow through with contract and payment
• Keep wedding calendar and folder
• Option of working wedding event for additional hours

Docents and Tour coordination: (tours cancelled during COVID)
• Be aware of tour schedule and how it integrates with the garden events schedule
• Greet people when the occasion arises
• Keep lists of group tours for publication purposes
• Occasionally book tours for groups via phone

Board support activities:
• Send out Board Meeting Agendas
• Respond to requests for information from board members and committee chairs
• Keep Board Lists
• Keep Board Term lists
• Produce Board Directory to be ready, if possible, for distribution at the January Board meeting
• Maintain Board Calendar
• Print committee agendas as requested

Special Events:
• Support event committees in all ways
• Help prepare materials required for events
• Track ticket money
• Send out tickets or information
• Keep RSVP lists
• Option to work the actual events in lieu of office hours or as comp time: Greet people, help sell tickets, support docents, etc. *Note: Events may vary from year to year.

Education and Experience 

Experience working in a small hands-on office. Ideally, background in marketing and development.

Application Instructions 

Send a cover letter and resume to

Full Name 
Dunn Gardens