SUMMARY This position is responsible for providing high level administrative support to the President and CEO, and the Board of Directors. 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 - Act as liaison for President and CEO with zoo staff, board members, donors, public, volunteers, city, county, and Parks Department staff, professional peers and zoo members.
- Insure President and CEO’s interactions and work with the board of directors runs smoothly, that meetings are set, talking points provided, materials prepared and distributed for board, executive and board governance committee meetings in a timely manner.
- Support zoo and act as zoo representative at civic, fundraising, donor and board events as needed.
- Assist with moving important initiatives forward by forming and maintaining key relationships with board members, donors, staff, elected officials and others to attain critical support.
- Prepare and maintain Executive Department’s yearly budget. Review budget quarterly to insure budget goals are being met.
- Manage the work flow within the executive office, with the board of directors, executive and senior staff. Proactively engage with leadership on planning and scheduling activities and events.
- Prioritize President and CEO’s time in order to ensure it is spent on appropriate activities/meetings.
- Make appointments, coordinate calendars and keep calendar up-to-date for President and CEO. Make travel arrangements; prepare expense vouchers for President and CEO.
- Oversee the coordination of individual visits, meetings, lunches, etc., with board members, elected officials, VIP guests, donors, staff and others.
- Maintain high level of decorum concerning confidential, high priority information.
- Ensure that organized, accurate and timely verbal, written and electronic communication occurs from the President and CEO’s office.
- Prepare letters, reports and memoranda.
- Read, route, and prioritize incoming mail and email for President and CEO.
- Receive/make phone calls for President and CEO.
- Manage electronic timesheets and note schedules of President and CEO’s direct reports.
- Perform other duties as assigned.
QUALIFICATIONS - Associate’s degree (A.A.) or equivalent from a two-year college or technical school; seven or more years related experience and/or training; or equivalent combination of education and experience.
- Valid Washington State Driver’s License.
- Proficient use of computer and Microsoft Office, particularly Word, Excel, PowerPoint, Publisher, and Outlook.
- Must be able to use a projector and laptop to run meeting presentations and/or videos.
- Ability and willingness to learn other software programs as necessary.
- Excellent verbal and written 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 and to represent the President and CEO in a highly professional manner with a diverse group of individuals, both internally and externally.
- Ability to work effectively as a team member and independently with little supervision.
- Demonstrated ability to maintain the highest level of confidentiality, while handling sensitive material concerning the organization and the executive’s role within the organization.
PHYSICAL DEMANDS - This position may be required to lift 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 accepted online through our Jobs Page (zoo.org/jobs) or this posting. No other forms of application will be accepted. Cover letter and resume are required. APPLICATION DEADLINE: Applications will be accepted until the position is filled. Woodland Park Zoo is an equal opportunity 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. |
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