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Title

Executive Assistant for Learning & Innovation 

Description

The Executive Assistant provides high level administrative support to the VP and Leadership Team in the Learning & Innovation Department, ensures a smooth work flow, creates reports and memoranda, organizes, maintains and updates data (including highly confidential material), proactively manages schedules and routinely communicates with a wide array of individuals.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Acts as liaison with zoo staff, board members, partners, volunteers, donors, and professional peers.
  • Makes appointments, coordinates department calendars, and keeps calendar up-to-date for VP.
  • Recommends and/or establishes priorities for meetings and reports for VP.
  • Supports directors in the Learning & Innovation department as needed.
  • Supports departmental internal and external communications.
  • Makes departmental travel arrangements.
  • Tracks and prepares VP expense vouchers.
  • Conducts bookkeeping/accounting activities including but not limited to expense coding and tracking, and payment process initiation.
  • Schedules, books, coordinates, and assists in the implementation of meetings such as board subcommittee meetings, departmental meetings and events, and partnership meetings.
  • Prepares and disseminates meeting agendas.
  • Takes and transcribes minutes for board sub-committee meetings.
  • Supports department wide operations, including but not limited to: safety, training, and employee onboarding processes.
  • Manages departmental files or other confidential materials (electronic and otherwise) essential for the administrative operations.
  • Assists in the administration of VP-led institution-wide initiatives such as community engagement, diversity, and inclusion.
  • Assists in the preparation of presentations.
  • Serves as team leader/coordinator for specially assigned projects.
  • Maintains confidentiality of donor, board, partner, and staff financial, programmatic, and background information.
  • Supports zoo and zoo board events.
  • Performs other duties as assigned.

QUALIFICATIONS

  • Associate's degree (A. A.) or equivalent from two-year college or technical school; or at least five years related experience and/or training; or equivalent combination of education and experience.
  • Excellent written and verbal interpersonal and organizational communication skills.
  • Strong organizational and time management skills with ability to meet deadlines in a professional manner.
  • Focused attention to detail.
  • Demonstrated ability to maintain the highest level of confidentiality, while handling sensitive material concerning the organization and the VP’s role within the organization.
  • Ability to excel in team environment while carrying out duties independently.
  • Demonstrated organizational skills with the ability to balance and prioritize multiple tasks and requests from multiple supervisors, and 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.
  • Advanced proficiency with Microsoft Outlook, Word, Excel, & PowerPoint.
  • Experience with database systems, accounting graphs, and internet research.
  • Ability to use a projector and laptop to run meeting presentations and/or videos.
  • Ability to travel to different locations to provide both onsite and offsite support.

PREFERRED SKILLS

  • Experience in non-profit organizations is a plus.

PHYSICAL DEMANDS

  • The employee must occasionally lift and/or move up to 30lbs.
  • Reasonable accommodations may be made to perform essential functions.

WORK ENVIRONMENT

While performing the duties of this job, the employee is exposed to a typical office environment and/or outdoor weather conditions. The noise level in the work environment is usually moderate.

APPLICATION DIRECTIONS

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.

 
About the Organization Award-winning Woodland Park Zoo in Seattle is famed for pioneering naturalistic exhibits and setting the standard for zoos all over the world. We connect people with wildlife and hit them in the heart with a visceral reminder of what's at stake in our changing world. Our job is to motivate people to take action and provide them with the tools needed to join us in saving endangered species. That means our conservation efforts start right here at the zoo and in our community.

Join us on our mission to save wildlife and inspire everyone to make conservation a priority in their lives.  
Exempt/Non-Exempt Exempt  
Pay Rate DOE  
Full-Time/Part-Time Full-Time  
Reports To VP Learning & Innovation  
Category Learning & Innovation  
Close Date  
Number of Openings 1  
Shift Days  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, genetics, disability status, protected veteran status or any other characteristic protected by law.  
Req Number LEA-19-00018  

This position is currently accepting applications.

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