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Administrative Assistant

Hakone Estate and Gardens

Job Type:

Part Time

About the Role

This position will require you to work approximately four to eight hours per week, and you can work from home. You will be expected to attend a weekly Staff meeting on Thursdays. The Administrative Assistant will report to the Hakone Foundation Board Chairperson and the Executive Director. You will be responsible for communicating with the Board of Trustees, preparing agenda packets for distribution to all Board of Trustees, ensuring that all meeting notices are posted for community access, work with Trustees who are coordinating and planning events, order and pick up meals for the Board meeting, and take minutes of the Board meetings. You will attend all Board meetings (six times a year), and any other special meetings as they arise.


You will also drop off and pick up mail at the Post Office, process all incoming mail and distribute it to the appropriate person. You will also maintain and update the donor log and send out Donor Acknowledgement letters to donors. You will also maintain the Donor Board and ensure that the names are updated on a regular basis.

About the Company

The Hakone Foundation, a 501c3 not-for-profit organization, manages and operates the historic Hakone Estate and Gardens in the city of Saratoga. Hakone is the crown jewel of Saratoga’s parks, nestled in the foothills of the Santa Cruz Mountains. The garden has been open to the public for over 50 years, and we host visitors from all over, who enjoy the beauty and tranquility the gardens have to offer. The garden is also the setting for over a hundred weddings each year. There is no more beautiful office setting than Hakone Estate and Gardens for anyone to come to work to.

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