Administrative Assistant & Board Liaison

Do you have a natural flair for connecting with people? Do you enjoy creating systems and schedules? We’re looking for a confident, detailed, and experienced administrative professional to join our team as Administrative Assistant & Board Liaison. If you are skilled at communicating, enjoy planning and coordination, and are eager to contribute to advancement of public horticulture, this might be the role for you.

In this role, you will work to support our Board of Directors and Chief Executive Officer with scheduling, meeting preparation, small event coordination, and general office administration. You will also play a role in the support and care of our Association membership. This role will report directly to the CEO.

The ideal candidate will possess strong written and verbal communication skills, be highly detailed and deadline-driven, and be able to use good judgment to coordinate on behalf of others.

Primary Duties & Responsibilities

Board Coordination

• Serve as a primary point of contact for board members
• Schedule and coordinate board and committee meetings, including regular and special meetings
• Manage board logistics, including travel arrangements, event planning, and materials
• Prepare and distribute meeting agendas, materials, and minutes
• Maintain accurate records of board proceedings
• Ensure compliance with board bylaws and policies
• Facilitate communication between the board and staff, ensuring timely and accurate information flow
• Support board engagement and recruitment efforts
• Assist with new board member orientation and onboarding

Administrative Support

• Provide administrative support to the CEO, including file and record maintenance
• Manage the CEO's calendar and schedule meetings
• Prepare CEO correspondence, presentations, and other materials
• Assist with project management and special projects assigned by the CEO
• Assist membership team in monitoring the general association email inbox and provide general member service
• Assist with general data entry and updates in the Association database (iMIS)
• Assist with office operations and general administrative tasks
• Stay informed about relevant policies and procedures

Additional Responsibilities

• Participate in weekly staff meetings
• Attend professional development, training, and other team building activities when offered
• Other duties as assigned, including contribution to additional projects to support the broader efforts of the APGA team

Qualifications and Skills

• Bachelor's degree preferred, or an equivalent combination of education and experience
• Minimum 4 years of experience working with Boards of Directors or other executive-level groups
• Minimum 4 years of experience as an executive assistant or similar
• Outstanding communication skills, both written and verbal
• Self-motivated and organized with the ability to prioritize tasks to meet deadlines
• Proven ability to use sound judgment in decision-making
• Committed to delivering excellent customer service
• Proficient with Microsoft365 software including Outlook, SharePoint, and Teams apps required
• Proficient with video conferencing systems such as Zoom and/or Microsoft Teams to lead online meetings required
• Experience using an Association Management System (AMS) or Customer Relationship Management (CRM) database preferred, but not required

Additional Information

This position will operate remotely; the employee’s home address will be used as their official work location for tax and benefit purposes. This position may require the employee to undergo appropriate background checks as a condition of employment. This role will require travel to national events which may take place multiple times throughout the year. The employee is frequently required to sit, walk, use hands and fingers, and reach with hands and arms. The employee may be requested to lift up to 35 pounds.