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ZooTampa at Lowry Park · 5 days ago

Executive Assistant to CEO & Director of Administration (Full-Time, Exempt)

Tampa, FL

Full-time

Onsite

Senior Level

5+ years exp

ZooTampa at Lowry Park is seeking a highly trusted executive partner to serve as Executive Assistant to the CEO and Director of Administration. This role involves managing various administrative and leadership functions, supporting the CEO and Board of Trustees, and facilitating communication across the organization.

CharityNon ProfitPet

Responsibilities

Serves as primary liaison with Board of Trustees

Coordinates BoT and EC meetings with internal and external partners, prepares materials, maintains minutes

Assists with scheduling and coordination of Board committee and LPZEF meetings

Coordinates Trustee orientation

Maintains accurate and up-to-date records for Trustees of the Society, Directors of the Endowment, local, state, and federal governmental officials, and other constituents

Complies with applicable rules and regulations set in bylaws

Maintains content on Board portal

Offers confidential counsel to CEO

Composes and prepares correspondence that is sometimes confidential

Plans, coordinates and ensures the CEO's schedule is followed and respected; is both “gatekeeper" and "gateway”

Completes expense reports

Arranges travel plans, itineraries, and agendas; and compiles documents for travel-related meetings

Serves as a representative on behalf of the CEO with community leaders and other key stakeholders on matters related to the CEO’s programmatic priorities

Builds relationships crucial to the success of the organization, and manages a variety of special projects for the CEO

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion

Maintains discretion and confidentiality in relationships with all Trustees, Directors, and community leaders

Assists with development of leadership succession plans, identifying competencies, gaps, and training resources

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO

Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated

Represents the office of CEO in community events, public appearances and networking settings

Schedules and attends leadership team meetings, takes minutes and distributes where appropriate, and initiates follow up on action items

Facilitates cross-divisional coordination of travel

Assists other departments as directed by the CEO

Manages ZooVIP program

Conducts all activities in alignment with AZA standards and guidelines, all relevant laws and regulations, safety standards, and standards that ensure animal welfare

Oversees/activates PMT and Zoo operating units: Support, Program, Green, GET, Safety

Collaborates with CEO to identify and coordinate specialized trainings and professional development for high performing leaders

Plans, initiates and directs recurrent training based on evolving institutional priorities as identified by CEO

Coordinates legal affairs - Maintains updated legal specialist roster, link internal stakeholders with appropriate external legal specialists (outside of employment law), archives historical data on Zoo utilization of legal resources

Coordinates Zoo advisors – Works with ELT members involved and overall Zoo needs, manages advisor budget, contracting, and ongoing communications on Zoo happenings

Manages Administrative Assistant

Qualification

Senior administrative experienceExpert communication skillsOrganizational skillsMicrosoft Office proficiencyProblem-solving skillsEmotional maturityFlexible attitudeHandle sensitive inquiriesAnalyze documentsMyers Briggs certificationSelf-motivatedTeam player

Required

Bachelor's degree required or equivalent supplemental professional experience

Must have at least five years of senior administrative experience

Exceedingly strong organizational and time management skills with excellent attention to detail

Strong interpersonal skills and the ability to build relationships with internal and external stakeholders

Expert level written and verbal communication skills

Strong problem-solving and decision-making capability

Emotional maturity

Self-motivated, able to self-direct, and goal-oriented

Ability to read, analyze, and interpret complex documents

Ability to respond effectively to sensitive inquiries or complaints

High performance team member and a strong team player

Flexible and able to maintain a professional and positive attitude at all times

Willing and able to work varied and long shifts including holidays and weekends

Proficient with Microsoft Office (Outlook, Word, Excel, and Power Point), database software, conferencing programs, office equipment, and social media