The Executive Assistant provides high level administrative support to the CAO and Senior Executive Staff in the Communications and Development Department, ensures a smooth work flow, creates reports and memoranda, proactively manages schedules and routinely communicates with a wide array of individuals. Leadership ability, excellent organizational skills, forward-thinking business acumen and excellent communication skills, both written and spoken, are essential to the success of this role.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Acts as liaison with zoo staff, board members, volunteers, donors, potential donors, and professional peers
- Acts a member of development and communications team and thus are responsible for designing the External Relations office's overall strategies and plans.
- Makes appointments, coordinates calendars and keeps up-to-date for VPs.
- Recommends and/or establishes priorities for meetings, reports, correspondence for VP.
- Prepares written responses to mail, email and/or phone calls for VPs.
- Makes travel arrangements, prepare expense vouchers for VPs.
- Schedules and coordinates board and committee meetings.
- Takes and transcribes minutes at all board and committee meetings.
- Prepares yearly calendar of committee and board meetings.
- Prepares correspondence for board and committee chairs approval.
- Assists with the yearly budget process.
- Assist with preparing and maintaining Advancement orientation materials and assists in the overall orientation of new employees and the implementation of unit wide communication strategies.
- Serves as team leader/coordinator for specially assigned projects.
- Maintains confidentiality of donor and government official background and information.
- Supports zoo and acts as zoo representative at civic, fundraising and board events as needed.
- Works with other management and administrative staff within advancement as needed
- Performs other duties as assigned.
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills with ability to meet deadlines in a professional manner
- Ability to collaborate well with all departments within the organization in a highly professional manner with a diverse group of individuals, both internally and externally.
- Demonstrated ability to maintain the highest level of confidentiality, while handling sensitive material concerning the organization and the executive's role within the organization.
- Ability to work independently and as part of a team.
- Commitment to the mission of the zoo and the institution's Core Values.
Associate's degree (A. A.) or equivalent from two-year college or technical school; or five to 10 years related experience and/or training; or equivalent combination of education and experience. Experience in non-profit organizations is a significant plus.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Washington State Driver's License
Excellent computer skills, including advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint. Experience with database systems, accounting graphs and internet research also required. Must be able to use a projector and laptop to run meeting presentations and/or videos.
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to interpret and communicate mathematical and revenue oriented data.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to determine and handle confidential correspondence and meeting information.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to talk or hear. The employee is occasionally required to walk. The employee must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment is within a busy, and occasionally noisy, building consisting of a mixture of closed offices, cubicles and open meeting/gathering spaces. Attending meetings may require relocating to buildings anywhere within the 92-acre campus.
Applications are only accepted online through our Jobs page at www.zoo.org; no other forms of application will be accepted. Cover letter and resume are REQUIRED when applying for this position. NO PHONE CALLS PLEASE.
APPLICATION DEADLINE: Applications are due prior to 12:00 AM on the posted Close date (i.e. by 11:59 PM the evening before).
Woodland Park Zoo is an equal opportunity/affirmative action employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, disability, veteran's status, sexual orientation, or gender identity/expression.