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Advancement Administrative Assistant

Dallas Zoo
Dallas, United States Posted: March 19, 2024


Responsible for supporting the executive including planning and booking meetings, travel, calendar management, expense reports, and projects as assigned. Provide stellar executive support.    

SPECIFIC DUTIES AND RESPONSIBILITIES   
  • Provide full scale administrative support to the VP of Advancement   
  • Sophisticated calendar management making real time changes and adjustments as necessary, clearly communicating with all parties when there are changes.   
  • Plan and coordinate meetings with outside vendors, donors and others   
  • Prioritize meeting 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   
  • Take detailed meeting notes for review and publish notes to interested parties in a timely manner.   
  • Serve as project coordinator on departmental projects and ensure deliverables stay on target.   
  • Prepare necessary materials required or requested 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.   
  • 2 years administrative support experience required. 
  • Strong, established experience supporting executives, non-profit board experience 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 MS Suite experience specifically MS Outlook, Word, Powerpoint and Excel.   
  • Experience with or ability to quickly learn CRM (Tessitura).   
  • A positive, can-do attitude for problem resolution.   
  • Capable of working independently as well as being part of a team   
  • Polite and professional and able to establish and maintain an effective rapport with all levels of management, employees and zoo guests.   
  • Effective and efficient communicator both in writing and orally.   
  • Demonstrated ability to maintain confidentiality and decorum.   
  • 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 50 lbs.   
  • Ability to work some evenings and weekends as needed   
  • Must have a valid driver’s license 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, background check and TB test.   

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