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Executive Assistant to the President/CEO

Phoenix Zoo | Arizona Center For Nature Conservation
Phoenix, United States Posted: April 04, 2024

The Executive Assistant is responsible for providing executive-level support to the President/CEO of the Arizona Center for Nature Conservation and serving as liaison to the Board of Trustees. This position handles details of a highly confidential and critical nature, and will independently manage multiple tasks, programs, and projects with competing priorities and deadlines including screening and prioritizing communications, donation requests, and opportunities from external and internal sources. In addition, this position is responsible for bringing together cross-functional coordination between programs and departments.

Essential Duties
  • Provide quality guest service to both internal and external guests by maintaining a WILD (friendly, helpful, positive, and professional) working attitude and appearance. 
  • Manage calendar, appointments, and external contacts for the President/CEO, proactively understanding who they are, which are priority contacts, and keeping track of periodic communication needed for priority contacts. 
  • Process/compose correspondence/reports for the President/CEO and/or executive team members.  
  • Review, proofread, and format correspondence prepared for the President/CEO's signature to ensure accuracy and completeness. Follows up with staff to ensure deadlines are met.
  • Review agendas for meetings and ensure the President/CEO is briefed on all topics and is prepared with materials.
  • Arrange VIP Zoo tours for CEO: schedule animal tours, secure cart, coordinate with VIP guests, greet visitors.
  • Manage effective contacts and relationships with Board Members. Maintain close contact with the Board Chair, responding to requests for information and materials, and scheduling of various one-on-one or small group Trustee meetings.
  • Coordinate all regular board meetings, committee meetings, and task force committee meetings each fiscal year. This includes drafting the agenda, tracking, monitoring, and following the progress of open action items, establishing due dates and setting the timetable for the submittal of agenda materials, producing a final draft of the Board packet or Committee materials and distributing to attendees, requesting and monitoring of attendance and running the audio-visual equipment at hybrid (virtual and in-person) meetings and producing accurate minutes at each meeting.
  • Assist with other voluntary committees as directed by the President/CEO. 
  • Plan and coordinate all logistics for the Annual Board Retreat, including hotel selection and negotiations, planning and coordination of field trips, group transportation, lunches, dinners, and AV and meeting room requirements for Board meetings.  Gather all data on Trustee and staff flights and hotel reservations and monitor logistics.
  • Manage attendance records, historical term records, and bios/personal records of Trustees.  Plan new Trustee orientations, update Trustee information book, and create surveys and polls for various Board initiatives. 
  • Coordinate the Annual Meeting for members, including invitation design, guest list and invite delivery process, annual elections, proxy voting logistics and tracking results, securing room, menus, partner and Trustee awards, creating flow of evening, script revisions for Board Chair, and preparing PPT presentations for CEO.   
  • Manage the Charitable Donation Program and other donation requests.  Manage creation of donated tour certificates and other event auction items.
  • Assist in researching, compiling, and distributing information for various projects. Schedule multi-day project workshops for external and internal attendees including AV support and troubleshooting, lunch and refreshment ordering, supplies for meetings, meeting notices, and material creation.
  • Assist and participate in various evening or weekend events throughout the year (Art Receptions, Fundraising events, Board special tours.)
  • Coordinate weekly Core and Executive team meetings.  Prepare materials, update tracking documents, run audio-visual for both meetings, record action items and cascading messages.
  • Maintain ACNC's historic files and corporate records, Articles of Incorporation, bylaws and trademarks/trade names. 
  • Manage CEO travel arrangements and proactively coordinate the pre-planning of trips with various internal departments, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations. 
  • Support the budgeting, master planning, and strategic planning process as needed.
  • Serve as a member of the Arts Committee, and ensure the creation and execution of artist contracts, reception invitee lists, RSVPs, check-in process and nametags, and keep historical records on past exhibits, agreements, artists, and other information.
  • Supervises an Administrative Assistant, which includes overseeing the assignment of projects and support to Core Team members as needed.
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening calls for appropriate action within the organization, and maintaining executive files as needed.
  • This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with this position.  While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position and/or to require that other or different tasks be performed with changes in circumstances (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).
  • Minimum five years of experience at the executive or administrative level, supplemented by college courses.  Bachelor’s degree preferred.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, running Audio Visual equipment and Web meeting software.
  • Excellent typing (minimum 45 wpm) and filing skills.
  • Excellent written skills with strong proficiency in proofreading and editing.
  • Strong verbal and interpersonal communication skills.
  • Strong organizational skills, with the ability to manage multiple priorities and projects with a sense of urgency, adaptability, and accountability to strive for excellence.
  • Ability to maintain strict confidentiality and handle sensitive issues with professionalism.
  • Ability to maintain a good rapport with all types of individuals and levels of management, both internal and external to the organization.
  • Possession of a valid driver’s license.
  • Ability to pass a pre-employment background check, drug test, DMV check, and annual TB test.
  • The Arizona Center for Nature Conservation is committed to maintaining the health and well-being of its employees.
  • We offer a wide range of benefits for qualified employees designed to address the diverse needs of our employees and their families, such as: Medical, Dental, Vision and Prescription Drug Coverage (Domestic Partnership Benefits Available) Life, Accidental Death & Dismemberment, and Long Term Disability Insurance
  • Flexible Spending Accounts
  • Voluntary Life Insurance
  • Employee Assistance Program
  • Paid Time Off (PTO)
  • Paid Sick Leave (PSL)
  • 401(k) Plan with Match
  • Phoenix Zoo Membership
  • Employee WILD Rewards Program
  • Service Awards
  • Employee Cultural Exchange Program
  • Tuition Reimbursement Program (for qualified courses)
  • Outside Vendor Discounts

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