Greenwich Botanical Center is a non-profit volunteer organization dedicated to promoting horticulture, conservation, and the arts.
Greenwich Botanical Center is a non-profit volunteer organization dedicated to promoting horticulture, conservation, and the arts.
Greenwich Botanical Center is a non-profit volunteer organization dedicated to promoting horticulture, conservation, and the arts.
Greenwich Botanical Center is a non-profit volunteer organization dedicated to promoting horticulture, conservation, and the arts.

Administrative Manager

Job Role: Administrative Manager

Position Summary: 

Greenwich Botanical Center

130 Bible St., Cos Cob, CT. 06807

Greenwich Botanical Center (GBC), founded in 1957, is located on the grounds of the Montgomery Pinetum in Cos Cob, CT, is a nonprofit organization dedicated to developing interest and involvement in horticulture, botany and conservation through education programs, outreach and special events.

Position Summary:

Greenwich Botanical Center is currently seeking an Administrative Manager.

The Administrative Manager role requires someone who can work independently as well as support the Executive Director, coordinate with board members, other GBC staff members, program leaders, the GBC membership cohort, outside vendors and various community members.  The position also requires strong communication and organizational skills, a customer service-oriented focus and an appropriate sense of urgency in order to manage against various deadlines.  The successful candidate will have a proactive, can-do attitude willing to tackle both the small and large tasks.  

Responsibilities:

General administrative – responsible for day-to-day office management at GBC; maintain GBC databases & calendars; greet visitors,support board member/committee member activities, support gift shop, maintain supplies, answer phones, troubleshoot office and facilities-related issues, manage incoming/outgoing payments, process incoming/outgoing mail.

Program support – coordinate with program committee members, payment processing, registrations, liaising with youth instructors, speakers, program participants, program meeting attendance, facility preparation, permit applications, and post-event measurement.

Rental management – coordinate GBC’s facility rentals (private parties, meetings, art exhibits, birthday parties, etc) including detailed calendar management, documentation, fee processing, timely communication with all relevant parties, overseeing setup and sometimes clean up

Development & Communications Support – assist with membership communications, managing donor and member database, fundraising campaigns and appeals, and assisting with bulk mailings

Special events support – assist the various special events committees and staff with all aspects of event coordination, e.g., registration/participation tracking, rentals, event marketing. Examples of major events include annual May Gardeners Market, Dahlia Show, Grandiflora Garden Tour

Facilities maintenance – coordinate and oversee schedule of both recurring and one-off building maintenance services, including but not limited to HVAC systems, plumbing, heating and electrical systems/issues and all general repair. Support the estimate and contracting process for cosmetic improvements and infrastructural improvements.

Required Competencies and Experience

  • Experience in administration, office management, office support or related field required 
  • Previous experience working in a small office environment helpful; prior work in the non-profit sector a plus
  • Must maintain a high level of professionalism and a cheerful, can-do attitude
  • Experience coordinating and collaborating with a wide range of stakeholders, while maintaining a positive and proactive demeanor
  • Must possess an appreciation for the front-facing nature of the role, ideally having worked in a prior customer service or public-facing role
  • Excellent communication and organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Ability to meet deadlines in a timely manner, multi-task and follow work to completion
  • Quick thinker with initiative to proactively seek internal and external resources to problem solve
  • Must be able to lift 20 lbs and move some lightweight portable furniture when necessary
  • Strong proficiency in donor database management, Word, Excel, PowerPoint, Square, Quickbooks and database systems quite preferred
  • Flexible and adaptive in response to changing situations 
  • Must possess a team-focused attitude with a demonstrated ability to work collaboratively with others

This role will be an hourly, non-exempt, part-time position from 8:30 – 12:30 Monday – Friday. Full-time office hours at Greenwich Botanical Center are 9:00am to 4:00pm Monday – Friday.   Additional hours, outside of the above, may be required for attendance at special events and programs.

The Greenwich Botanical Center is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

 
email resume to phoebel@greenwichbotanicalcenter.org
Greenwich Botanical Center is an equal opportunity employer. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under applicable federal, state, or local laws. We are committed to providing equal employment opportunities to all individuals.

OUR DETAILS

Greenwich Botanical Center
130 Bible Street, P.O. Box 1600
Cos Cob, Connecticut 06807
+1 203-869-9242
info@greenwichbotanicalcenter.org
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Mon - Fri :  9:00AM - 4:00PM
Saturday : Closed
Sunday : Closed