The Office Coordinator’s primary function is providing administrative support for Houston Zoo Headquarters (HZHQ) building and Senior Executive Team (SET), specifically the Deputy Director (Chief Mission Officer). The Office Coordinator will interact professionally and amiably with board members, donors, guests, visitors, and staff. The Office Coordinator is responsible for ensuring the smooth and efficient operation of HZHQ by managing administrative tasks, supporting staff, and maintaining a positive work environment. This role requires exceptional organizational skills, attention to detail, and the ability to multitask in a fast-paced setting. The position's day-to-day duties may vary depending on priorities and demands set by the Deputy Director (Chief Mission Officer).
Our Mission:
- Houston Zoo connects communities with animals, inspiring action to save wildlife.
Our Vision:
- Houston Zoo will be a leader in the global movement to save wildlife.
Duties/Responsibilities:
- Serves as the first point of contact for clients, board members, donors, visitors, and guests, greeting them and directing or escorting them to appropriate locations while handling inquiries and requests professionally.
- Screens and manages incoming emails and mail; provides information, records messages, and redirects communications to the appropriate individuals or departments.
- Oversees facilities-related issues, ensuring the cleanliness and organization of the HZHQ lobby, training rooms, and conference spaces, while coordinating timely solutions.
- Provides comprehensive administrative support to the Deputy Director (CMO) and SET, including managing correspondence, calendars, meetings, reports, and information dissemination.
- Anticipates and prepares materials for the Deputy Director (CMO), including agendas, meeting notes, action items, and polished presentations aligned with organizational standards.
- Gathers, analyzes, and interprets data to support decision-making and organizational goals, creating professional dashboards, presentations, and infographics
- Manages invoices, expense reports, and purchase orders for the Deputy Director (CMO) and SET, ensuring proper coding and approval workflows are followed.
- Coordinates and assists Deputy Director and SET with travel arrangements as needed.
- Maintains and updates internal communication tools, including Internal Executive page, communication boards, and bulletin boards, ensuring accurate and current content.
- Orders and maintains inventory for HZHQ printer room and breakroom supplies.
- Assists with the planning, coordination, and execution of staff events and functions, collaborating with departments (Event Operations and HR as needed).
- Handles confidential correspondence and sensitive information with the utmost discretion, maintaining professionalism and trust.
- Coordinates parking reservations for HZHQ guests with Rangers and manages scheduling for shared conference and training rooms.
- Coordinates the scheduling and logistics for the AZA conference and other organizational events, ensuring smooth execution and efficient use of resources.
- Contributes to saving animals in the wild through reduction of waste, water, and energy use inspiring guests and staff to take wildlife protecting actions.
- Performs other duties as assigned.
Education and Experience:
- Associate’s degree or a related field (or equivalent experience). Prior administrative experience preferred.
- 3+ years of experience in administrative support roles.
- Experience in data visualization, analytics, infographics, and creation of board-level materials.
- About Houston Zoo
- Houston Zoo is made up of many moving parts with over 6,000 permanent residents (our animals) for whom we provide housing, meals, medical care and, yes, even education!
- There are over 2 million guests each year who come to experience our incredible variety of animals and ecosystems, as well as attend special private and public events and entertainment.
- Our dedicated staff works around the clock to ensure that the Zoo is always running smoothly for the safety and well-being of our residents and guests.
- We strive to ensure the protection of all the counterparts of the animals we have at the Zoo and in the wild.
- Join Houston Zoo and become a part of an organization that is focused on the preservation of wildlife and their habitats by combining conservation with education and promotion of sustainable livelihoods in the local communities.
- Houston Zoo is an Equal Opportunity Employer.
