Executive Assistant​/Office Manager

Executive Assistant / Office Manager – Portland Botanical Gardens

About Portland Botanical Gardens

The Portland Botanical Gardens (PBG) was formed in 2020 as a 501(c)(3) nonprofit by a passionate group of botanists, conservationists, and horticulturists. The idea of a major botanical garden for Portland was initiated by Sean Hogan, a renowned botanist and a founding member of the PBG board. Since its founding, PBG has been devoted to the creation of an inclusive and community-serving botanical garden for the ‘City of Gardens.’PBG’s

mission is to bring plants and people together and provide an immersive space for knowledge. Community and collaboration. As this dream becomes a reality, we are looking to start building our team.

We are seeking an Executive Assistant / Office Manager
to serve as a trusted partner to our Chief Executive Officer (CEO) while helping manage key business operations and supporting the Board of Directors. This is a highly visible, multi-faceted role that offers the opportunity to make a meaningful contribution across virtually every area of the organization.

Reporting directly to the CEO, you will provide executive-level administrative support while also helping oversee office operations, payroll and financial administration, Board and governance activities, fundraising support, and marketing and communications. If you are someone who enjoys wearing many hats, solving problems, creating order, and making an organization better
, this could be an excellent opportunity for you.

• Manage the CEO’s calendar, meetings, travel, correspondence, and day-to-day administrative needs.
• Help prioritize competing demands and ensure the CEO’s time is focused on the organization’s highest priorities.
• Prepare presentations, reports, briefing materials, and executive communications.
• Exercise sound judgment and discretion when managing calls, emails, visitors, and confidential information.
• Track action items and follow up to help ensure organizational priorities stay on track.
• Coordinate staff and leadership meetings, including agendas, minutes, and follow-up.

• Serve as a key liaison among the CEO, Board Chair, Board members, and staff.
• Coordinate Board and committee meetings, including scheduling, logistics, agendas, materials, and electronic Board packets.
• Prepare and distribute accurate meeting minutes.
• Maintain official Board and governance records, including bylaws, resolutions, committee rosters, and other organizational documents.
• Track Board action items, deadlines, and annual governance calendars.
• Support Board member onboarding and orientation.

• Oversee day-to-day administrative and office operations.
• Develop and improve administrative systems, procedures, and workflows.
• Manage office supplies, equipment, vendors, and service contracts.
• Coordinate facility-related administrative needs.
• Maintain organizational files, records, calendars, and important deadlines.
• Assist with policies, administrative compliance, and other organizational needs.

• Prepare and process payroll accurately and on schedule.
• Maintain payroll records and employee information.
• Coordinate payroll changes with Human Resources and Finance.
• Process invoices, expense reimbursements, and vendor payments.
• Assist with budget tracking and financial reporting.
• Organize documentation for annual audits and grant reporting.
• Maintain administrative financial records.

• Provide administrative support for fundraising campaigns and donor engagement.
• Coordinate donor acknowledgements and stewardship communications.
• Maintain accurate donor database records.
• Assist with…