The Administrative Assistant for the Animal Care & Conservation Division is responsible for supporting multiple executives as assigned including planning and booking travel, calendar management, expense reports, and projects as assigned. Provide stellar executive support, reception back-up duties, as well as other administrative duties as requested by various executives.
SPECIFIC DUTIES AND RESPONSIBILITIES
- Provide full scale administrative support to multiple executives:
- Sophisticated calendar management making real time changes and adjustments as necessary, clearly communicating with all parties when there are changes;
- Prioritize inquiries and requests while troubleshooting calendar conflicts;
- Act as liaison and assist direct reports within the executive’s division facilitating a team environment;
- Complete expense reports in a timely manner for supported executives;
- Take detailed meeting notes for review and publish notes to interested parties in a timely manner;
- Facilitate active communication between supported executives, their direct reports and others requiring information including interoffice mail;
- Serve as project coordinator on large scale projects involving supported executives. Ensure deliverables stay on target;
- Prepare necessary materials required or requested by supported executives for meetings and/or presentations;
- Complete weekly, monthly, and annual reports as requested;
- Book travel arrangements as requested;
- Assist Executive Assistant to the CEO in preparation of Board and Committee Meetings
QUALIFICATIONS
- High school diploma required; college degree preferred
- A background or education in animal or biological science is a big plus
- Strong, established experience supporting executives; non-profit board experience is a plus.
- Exceptional proficiency in English grammar, spelling and writing composition; excellent skills composing, formatting and accurately producing a variety of correspondence, reports, meeting minutes and other records using MS Office Suite.
- Strong proficiency with Microsoft Suite specifically MS Outlook, Word, PowerPoint, and Excel.
- A positive, can-do attitude for problem resolution.
- Capable of working independently as well as being part of a team
- Effective and efficient communicator both in writing and orally.
- Demonstrated ability to maintain confidentiality and decorum.
- Must be polite and professional and able to establish and maintain an effective rapport with all levels of management, employees, and zoo guests
- Must be able to follow oral and written instructions, be flexible, self-motivated and a team player with good observational skills
- Must be able to walk, stand, sit, kneel, stoop, crawl, twist, reach above head, pull, bend, climb stairs and ladders and carry up to 50lbs
- Ability to work some evenings and weekends as needed
- Must have a valid driver’s license to operate Zoo vehicles and reliable transportation
- The above statements are intended to describe the general nature and level of work performed by personnel assigned to this job and is not necessarily an exhaustive list of all duties to be assigned.
- Successful candidates must complete a pre-employment drug screening and background check.
- Join the Dallas Zoo Management, Inc. community to experience a unique, challenging and rewarding career.
