Employment Opportunities
Executive Assistant to the CEO
Position Type: Full-Time / Exempt
Location: Arcadia, CA
Salary Range: $70,000-$80,000
Position Summary:
The Executive Assistant & Special Projects Manager serves as a key partner to the CEO, providing high-level administrative and operational support to ensure efficient management of the CEO’s office and organizational priorities. This role requires exceptional organizational, communication, and interpersonal skills, as well as the ability to manage sensitive information with discretion. The Executive Assistant acts as a trusted liaison between the CEO, internal teams, Board members, and external stakeholders, enabling the CEO to focus on strategic leadership. This role will also involve managing special projects to support organizational initiatives.
Key Responsibilities:
Executive Support
- Manage the CEO’s complex calendar, including meetings, travel, and events, ensuring priorities are aligned and time is optimized.
- Screen and prioritize communications, draft and prepare correspondence, and maintain efficient email and document management systems.
- Prepare briefing materials, presentations, reports, and talking points for meetings, events, and external engagements.
- Anticipate the CEO’s needs and ensure timely follow-up on commitments and action items.
- Serve as a professional and diplomatic point of contact for internal and external stakeholders.
Board & Governance Support
- Assist with scheduling, logistics, and preparation for Board of Directors and committee meetings, including agendas, materials, and minutes.
- Partner with leadership to ensure Board materials are timely, accurate, and aligned with governance best practices.
- Track key Board actions, deadlines, and governance milestones.
- Coordinate Board orientations, education sessions, and engagement opportunities as needed.
Special Projects & Event Support
- Support CEO-directed initiatives and special projects on an as-needed basis, including research, coordination, and follow-up.
- Assist with planning and execution of high-profile meetings, events, and partnerships.
- Collaborate with internal teams to ensure timely completion of assigned projects and organizational priorities.
Operations & Administration
- Manage expense reports, reimbursements, and budget tracking for the Executive Office.
- Maintain organizational systems for calendars, projects, deadline management, and document management.
- Support cross-functional communication and collaboration within the organization.
Qualifications:
- Bachelor’s degree preferred; equivalent experience considered.
- 5+ years of experience providing executive-level support to senior leaders, preferably in a nonprofit, higher education, cultural, or public sector environment.
- Strong organizational and time management skills, with the proven ability to prioritize and manage multiple taks simultaneously with discretion and sound judgment.
- Exceptional written, verbal, and visual communication skills
- Strong proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Monday.com).
- Experience supporting Boards or governance structures strongly preferred.
- High level of discretion and confidentiality, emotional intelligence, adaptability, and a proactive problem-solving mindset.
- Ability to adapt to a fast-paced, dynamic environment with multiple stakeholders
Desired Attributes:
- Strong relationship-building skills and ability to work collaboratively at all levels.
- Proactive communicator and problem solver with attention to detail.
- Strategic thinker who can anticipate needs and act independently with attention to detail.
- Comfortable navigating ambiguity and shifting priorities.
- Committed to equity, diversity, and inclusion principles.
The Los Angeles Arboretum Foundation is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and consider all qualified applicants for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.
We encourage individuals of all backgrounds to apply and are dedicated to providing reasonable accommodations to applicants with disabilities in accordance with the California Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA).
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
To Apply:
Please email a cover letter and resume to ellie.billingsley(at)arboretum(dot)org with the subject line “Executive Assistant”. Applications without cover letters will not be considered. Please, no phone calls, faxes, or in-person inquiries. Our HR department will reach out to candidates to initiate the interview process.
Gift Shop Assistant Manager
Position Type: Full-time- hourly, non-exempt
Location: On-site
Pay Range: $25-28/hr, depending on experience
Position Summary:
The Assistant Manager is a key member of the Gift Shop team. You’ll be responsible for supporting the Store Manager in building a profitable business by focusing on providing exceptional customer service to guests and guiding the rest of the Gift Shop staff to do the same. You’ll provide in-the-moment feedback and coaching to help every team member provide a consistent and positive experience for guests. The Assistant Manager is a partner to the Store Manager and will both assist with daily business management tasks, as well as fill in for the Store Manager when needed.
Duties will include, but are not limited to:
- Act as a role model for positive and effective connections with customers – providing warm, welcoming customer service to guests at all times.
- Serve as an ambassador for the Arboretum to visitors, developing expertise on the Arboretum in order to answer questions and assist visitors.
- Observe staff performance on the sales floor, assisting when needed to answer questions and provide timely feedback and training to help develop their skills and knowledge.
- Serve as an expert in the products carried in the shop, training other staff in product knowledge.
- Help staff make the most of customer interactions by sharing feedback with specific actions to improve outcomes.
- Ensure staff are working to meet sales goals and exceed customer expectations.
- Manage the sales floor, ensure staff are deployed appropriately and keep rest and lunch breaks running in a timely fashion and in accordance with California labor laws.
- Opening and closing the shop, including accurately handling cash and reconciling all cash on hand.
- Serve as the receiving lead- entering PO’s and new products into the system, creating tags, and ensuring products are checked in accurately and efficiently.
- Serve as the inventory lead-schedule and oversee execution of regular cycle counts and support store manager in preparation and execution of annual full inventory count.
- Empower all Gift Shop team members to act as ambassadors for the Arboretum by ensuring staff are briefed on weekly events and trained in membership and admissions FAQ’s.
- Supervise volunteers and provide feedback to them as needed.
- Maintain consistent and timely communication with the Store Manager, ensuring they are informed of any issues or incidents that arise when they are not in the store
- Serve as the manager on duty whenever the store manager is not available/working
Required Skills and Abilities:
- Outstanding customer service skills
- Highly organized and detail-oriented, especially as related to cash handling, inventory counts, and accounts payable/receivable
- Understanding of the boutique shop environment and the soft skills needed to deliver the boutique experience; ability to train others in those skills
- Effective and confident verbal and written communication skills, including active listening, positive reinforcement, and direct, in-the-moment feedback presented with respect and professionalism
- Ability to positively deal with changes as they arise, quickly find solutions or adapt strategies, and rally team members to move forward
- Proficient with iPad-based apps, Microsoft Office programs, Google Workspace, and other technology; prior experience with Shopify POS and barcode scanners preferred
- Available when the shop is busiest, including weekends and holidays (excluding Thanksgiving Day and Christmas Day). Managers are expected to have open availability from the Friday after Thanksgiving to December 31, as this is typically the busiest and most important time period in a retail store.
- Proficient in English in both written and verbal form
- Interest in or passion for the LA Arboretum and our mission to cultivate our natural, horticultural, and historic resources for learning, enjoyment, and inspiration
Education and Experience:
- 1-2 years experience working in a boutique shop environment with a high standard of customer service, 1+ years prior experience in a supervisory position managing at least 2 other team members
- Experience with cash handling and POS systems
- At least a high school degree or GED equivalent
Work Environment and Physical Requirements:
- Work is primarily performed in a temperature-controlled indoor setting with typical noise of a store setting including background music, and multiple voices speaking at once
- Regular communication- both verbal and written, including speaking and listening
- Prolonged periods standing and moving around the sales floor, including lifting/carrying items, climbing a stepstool or small ladder, and reaching above your head
- Must be able to lift, push, and pull up to 30 pounds
The Los Angeles Arboretum Foundation is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and consider all qualified applicants for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.
We encourage individuals of all backgrounds to apply and are dedicated to providing reasonable accommodations to applicants with disabilities in accordance with the California Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA).
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
To apply:
Please email a cover letter and resume to gift.shop(at)arboretum(dot)org with the subject line “Assistant Manager”. Applications without cover letters will not be considered. Please, no phone calls, faxes, or in-person inquiries. Our HR department will reach out to candidates to initiate the interview process.
