Executive Assistant - The Garden Foundation

*MUST BE IN LAS VEGAS!* 

The Garden Foundation Executive Assistant Job Description

The Garden Foundation is a nonprofit organization serving adults with disabilities or *different abilities* as we like to say! We are based in Las Vegas, Nevada and we are GROWING and continuously planting seeds for a bright future. The Executive Assistant role is an integral role to our organization as the small things are the big things. We take pride in the details and provide a positive, quality experience for all. 

Are you the type of person who jumps in with both feet when it comes to learning new things, getting to the details and getting things DONE? Do you thrive on managing multiple demands in a fast-paced environment? Are you amazing to work with?  If yes, then read on!

The Garden Foundation is looking for an Executive Administrator to join our growing team. We are a young, progressive, organization that focuses on the abilities of our clients and is committed to serving and providing the highest quality programs and services. We're a team united by our shared values of making a difference in the lives of the people and families we serve and doing the right thing in every situation we face.

We are looking for an Executive Assistant to join our passionate, dedicated and FUN team! 

Could you be the perfect candidate to join our team?

Executive Assistant: 

• 30-40 hours per week and available during working hours Monday-Friday 9am- 5pm PST and occasional special events 
• Las Vegas based
• No benefits/health insurance is offered at this time

Things we love: ❤

• Providing quality programs and services for our clients and their families. No one is treated like a number!
• Helping our fellow team members!
• Creating a stress free work environment by being proactive and resourceful! 

Things we avoid:

• Micro-managing
• Drama and Egos
• Wasted time

Systems you might know:

• Google docs/sheets
• Omnify
• Honeybook
• Shopify
• Flodesk
• Canva
• Notion
• And more!

You're good at:

• Organizing all. the. things. 
• Creating standard operating procedures
• Moving quickly with minimal/no errors
• Managing several projects simultaneously while very aware of details, priorities and deadlines
• Technology and determined to learn new things quickly
• Being extremely adaptable and cost-effective

You're AWESOME at:

• Professionalism. You are an extension and representation of US and our brand!
• Being highly adaptable and driven
• Taking initiative
• Being SOLUTION oriented and resourceful. 
• Having a positive attitude and being a compassionate human!
• You're great at getting the details DONE. 

What you'll do:

The daily responsibilities are professional tasks for The Garden Foundation, as well as some personal tasks to increase the efficiency of the executive and the company. Responsibilities include, but are not limited to:

• Providing strategic administrative and project management support for the executive and organization.
• Processing and managing emails and calendars. 
  • Scheduling internal and external meetings.
• Drafting and managing correspondence and communications on behalf of the executive and organization as appropriate
• Entering data, spreadsheets and creating documents
• Creating email blasts within Flodesk
• Invoice & Billing:
  • Invoicing clients within Honeybook for Private Pay Clients
  • Billing through Wellsky system for State Funded Clients
• Managing and editing products in Shopify
  • Shipping and handling of products weekly
  • Keeping track of all inventory & needs
• Handling personal and professional payments. This includes but is not limited to rent, organization payments, supply purchases, and more.
• Managing the backend of The Garden Foundation Programs
  • Uploading monthly schedules
  • Creating offers, refunds, etc. as needed
• Monthly & Weekly (As Needed)  Supply Shopping for the Office & Programs
• Assisting in the onboarding process of new clients, teachers, staff, contractors, interns and volunteers
• Assisting in all events including but not limited to sponsorships, volunteers, event details, Peer to Peer Verbiage & Support, etc.
• Assisting in Staff Management including but not limited to Thank Yous, Birthdays, Team Outings, etc.
• Assisting in Donor Management and Retention
• Assisting with Board Meetings and working alongside the Board Members

This position is primarily remote but there are in person responsibilities as well. 

Requirements:

• Fluency in english
• Las Vegas based
• In person meetings/work, as well as remote work
• 3+ years of recent, administrative support, reporting to one or more executives
• 30-40 hours per week and available during working hours Monday-Friday 9am- 5pm PST and occasional special events 
• Experience working with executives in a fast-paced environment 
• Experience working in a remote work environment
• Computer savviness and resourcefulness
• A positive attitude and natural ability to adapt in a dynamic environment 
• Experience in working in systems listed above

Physical Abilities 

The physical demands described below are representative of those that must be met by an employee to successfully perform essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative of the minimums only and is not a comprehensive listing of all functions and tasks performed.

• Ability to lift and move boxes up to 50 pounds.
• Frequent bending, sitting, standing, lifting and walking.

Why join us?
Working at The Garden Foundation can accelerate your career and experience by managing various programs and projects, as well as give you something you feel GOOD about doing. Our work is extremely rewarding in knowing that we are enhancing people's lives. We would love to have your help in doing so. We're a team that loves what we do and thrive on our ability to make an impact. 

Does this sound like you would be a good fit?

Please complete the application form to get started. Thank you!

We are an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.