Executive Assistant

This position contributes to the success of the Chicago Zoological Society by providing a full range of high-level administrative support to the to the Senior Vice President of Guest Experience and Operations (“SVP-GEO”) and the Senior Vice President of Human Resources (“SVP-HR”).

Primary duties and responsibilities:

• Provides a broad range of high-level administrative support to the Senior Vice President of Guest Experience and Operations and the Senior Vice President of Human Resources.  Anticipates the needs of the SVPs and responds appropriately.  Organizes, coordinates, and manages schedules, activities, and appointments, assuring necessary materials and information are prepared and available when needed.
• Provides support, including but not limited to: composing and editing correspondence, schedule and calendar management, preparation of information and reports, research, maintenance of required computer information and databases, and substantive special projects. Manages expense reimbursements and travel arrangements.  Responds on behalf of SVPs as appropriate.  Handles a wide variety of confidential information.  
• Attends department or leadership meetings as requested, coordinating agenda items and tracking and following up on agreed-upon next steps to move forward a body of strategic work for the group and organization.
• Arranges meetings and handles all related logistics.  Schedules and confirms participants, reserves rooms, arranges for necessary audio/visual equipment, materials, and information, advising others of arrangements and schedules as appropriate.  Prepares and distributes agendas, generates, transcribes and distributes meeting minutes and other correspondence, materials and related activities as needed. 
• Works closely with SVPs to support pertinent Board of Trustees and committee functions, such as agenda formulation, creating and maintaining Board-related reports, and preparing minutes for committees and subcommittees.  Assists in the preparation of talking points for other committees staffed by the SVPs.  Maintains a strong relationship/follows the lead of the Director, Board Relations & President’s Office in the execution of all board-related events and meetings.
• Assists in assessing and responding to inquiries and requests for information from staff and external individuals or funnels appropriate information and requests to other Zoo staff and assures they are addressed.
• Works collaboratively with other administrative staff across the organization, identifying opportunities for increased efficacy and smooth operations.
• Provides guest/customer service functions as a point of contact for public and internal inquiries; uses relationship skills to manage guest/customer expectations.
• Manages or assists with special departmental projects as assigned and performs other related duties as requested. 

Experience Required

• The requirements for this position include the following: Bachelor's degree or equivalent combination of education/training and/or experience required.
• Minimum five years comparable experience providing high-level support for a senior executive or equivalent experience required.
• Excellent organizational, proofreading, and prioritization skills required.
• Eye for detail and accuracy critical. Effective problem-solving abilities and sound, logical decision-making skills required. Strong interpersonal skills and business savvy.
• Ability to deal effectively with all levels of staff and external individuals, including VIPs, required.
• Strong writing/composition skills, strong verbal communication skills, and strong, active listening skills.
• Excellent telephone etiquette required.
• Ability to work calmly and effectively under pressure and meet critical deadlines.
• Ability to work occasional extended hours: early mornings, evenings, and weekends.
• Able to maintain strict confidentiality of highly privileged information required.
• Computer proficiency with Microsoft Outlook, Word, PowerPoint, and Excel required.
• Must communicate with sensitivity and have a strong customer service approach.
• Experience and/or ability to work and interact genuinely and effectively with diverse, multicultural individuals. Valid driver’s license required at time of hire.

Preferred Qualifications:

• Experience with Microsoft TEAMS and/or SharePoint a plus. Non-profit experience desirable.
• Experience with database management and database reporting a plus.
• Multilingual ability, Spanish fluency a plus.

Further Comments

The Executive Assistant must be creative, proactive and enjoy working within a large, complex environment that is mission-driven, results-oriented, and guest and community centered. The ideal individual will have the ability to exercise good judgment in a variety of non-routine situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Incumbent must demonstrate a commitment to Brookfield Zoo’s vision, mission and values. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure, at times, to handle a wide variety of activities and confidential matters with discretion. The ideal individual will be highly organized, be able to balance multiple priorities across departments and collaborate seamlessly with individuals across the organization. The Executive Assistant is a driver in moving forward initiatives and deliverables that are of key importance to the organization. This is a salaried position responsible for coordinating and managing a myriad of high-level, important tasks for two busy executives. Requires an experienced, polished individual who is highly professional in appearance and demeanor and who represents the SVPs, their departments, and the institution in a professional manner at all times. Must be highly flexible and adaptable, have a strong work ethic, and be highly tactful and professional at all times. Incumbent must be passionate about quality, accuracy, and professionalism, and have a commitment to excellence. Normal workweeks in excess of 40 hours are not usual, but may be required at times. Must be present and visible at assigned meetings and events as required. The Chicago Zoological Society is an Equal Opportunity Employer.

Perks

• Benefits, 401K, PTO

Salary

• commensurate with experience