Chief Executive Assistant

As one of the great gardens of the world located just 30 miles outside of Philadelphia, Longwood Gardens is rooted in a steadfast mission of excellence in horticulture, education, and the arts. Across our many departments, each and every staff member creates the magic that makes our Gardens distinctive. Our team of dynamic professionals is what sets us apart, and our spirit of legacy, innovation, and opportunity is what guides us. While beauty is our heart, our people are our soul.

Longwood Gardens is seeking a Chief Executive Assistant who will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and Chief Executive Officer.  Specific responsibilities will include, but are not limited to:

  • Providing high level administrative support to the President which will involve sophisticated calendar management, maintaining contact lists, composing and preparing correspondence, producing complex reports and presentations, and making domestic and international travel arrangements.

  • Scheduling and coordinating all aspects of various, internal and external meetings, retreats and other business-related events, that involve the President. 

  • Serving as the administrative liaison to the Board of Trustees and providing detailed administrative support to the Board which will include scheduling and coordinating all meetings and events, preparing and disseminating meeting materials, taking meeting minutes, and maintaining all governing documents.

  • Keeping the President well informed on upcoming commitments and responsibilities and anticipating needed information or materials in advance of meetings, travel and conferences.

  • Operating in a “gatekeeper” role providing a bridge for smooth communication between the President’s Office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.  Completing projects by assigning work to appropriate staff, including the Executive Team, on behalf of the President.

  • Reviewing, vetting and facilitating speaking engagement requests. 

  • Working closely with Longwood’s Development Office to facilitate the President’s participation and support of development activities.

  • Coordinating with the various stakeholders across the organization to plan and execute special events hosted by the Office of the President.

  • Serving as the lead assistant of the organization by facilitating all aspects of the organization’s administrative support to ensure awareness of policies, procedures and best practices to improve workflow and consistent delivery of administrative support. 

  • Supporting the President’s external activities with other community organizations and nonprofits.

We seek a proven administrative professional who enjoys working in a fast-paced, mission-driven environment, and who has consistently demonstrated the highest standards of excellence and good judgement. The ideal candidate will have: 

  • Experience supporting C-level executives and working with nonprofit boards.

  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations.

  • Expert level written and verbal communication skills.

  • Exceptional organizational skills and impeccable attention to detail.

  • Strong interpersonal skills and the ability to build relationships with internal and external stakeholders.

  • Ability to maintain a high level of discretion in handling confidential information.

  • Strong hospitality and guest services ethic and the ability to execute work with a diversity, equity, and inclusion lens.

We’re proud to offer a competitive starting salary and an outstanding benefits package, as well as a culture based on organization-wide leadership, participation, and staff development.  To apply for this opportunity please send your resume and cover letter to Jesse Headman at Juno Search Partners (jheadman@junosearchpartners.com).

Longwood Gardens is an Equal Opportunity Employer. We believe that diversity, equality, and inclusion strengthen our institution and the world around us.