Administrative Assistant
Job Description:
We are seeking a detail-oriented and organized Administrative Assistant to support our office operations, at the Fredericton Botanic Garden. The ideal candidate will possess strong clerical skills, excellent communication abilities, and proficiency in various office software, including Office 365 (Microsoft Suite of Products). This role involves managing daily administrative tasks, providing exceptional customer service, and ensuring the smooth functioning of the front desk and office environment. Experience with nonprofit charitable organizations is a definite plus.
Duties
- Manage front desk responsibilities, including greeting visitors, answering phone and reviewing and directing general email, as appropriate.
- Perform data entry and maintain accurate records using Office 365, QuickBooks, etc.
- Handle filing, document proofreading, and general administrative tasks to support office efficiency
- Assist with bookkeeping, invoicing, and basic financial record keeping, to ensure bookkeeper’s package is complete
- Keep website updated, with events and new articles provided by others
- Support scheduling, appointment setting, and calendar management for Garden
- Coordinate correspondence via email and other communication channels
- Maintain organized files both digitally and physically to ensure quick retrieval of information
- Assist with special projects as needed
Experience
- Minimum of one year previous clerical or administrative experience is required, ideally within a nonprofit, charitable organization.
- Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), Canva, etc. are necessary, and we will do a little test.
- Experience with QuickBooks or similar bookkeeping software is advantageous and we may give you a small assignment to test your abilities.
- Experience with updating websites (ours is WordPress) is valuable.
- Excellent organizational skills with the ability to prioritize tasks effectively and pivot when necessary.
- Experience in producing online newsletters and/or catalogues gives you a step up.
About the Job
- The Fredericton Botanic Garden is open year-round, but April through June are a busy time of year for this position, as we prepare for our biggest fundraiser, the Annual Spring Plant Sale. The first three days of our sale are online and for this we need our catalogue prepared, and support in scheduling volunteers.
- We offer workshops all year, which requires updating offerings on the website and social media, and keeping track of registrations.
- Our volunteers make our world go around and we want them to know that they are valued and respected. We believe strongly in our Equity, Diversity, and Inclusion Policy, and have zero tolerance for it not being followed.
- There may be opportunities to engage in some gardening, but please note that this is an indoor, administrative position, supporting the Executive Director.
This role requires a mature, proactive individual who can handle multiple responsibilities efficiently while maintaining professionalism. The successful candidate will be an essential part of our team dedicated to delivering outstanding service to our members, guests, volunteers and staff. Check us out at https://frederictonbotanicgarden.com
Job Types: Part-time, Permanent
Benefits:
- Casual dress
- Mileage reimbursement
- On-site parking
- Paid time off
Work Location: In person
Please apply via Indeed, or by sending your resume and cover letter, as a single PDF, to info@frederictonbotanicgarden.com, with Admin Assistant in the Subject Line.
To volunteer at the Garden, please fill out our volunteer application form. Thank you for your interest!
