executive assistant - Knoxville, TN, United States - Knoxville Zoo

Description

Position Type:
Administrative

Date Posted:
2/2/2024

Location:
Zoo Knoxville Job Title: Executive Assistant

Department: Administration Date Written / Updated: January 2024

Reports To: President & CEO Status: Full Time, Non-Exempt

Supervises: N/A

SUMMARY OF POSITION: Under general supervision, provides administrative support and coordination efforts to the President & CEO and Chief Operating Officer (COO). Serves as a liaison to the Zoo Knoxville Board of Directors and office manager for the Upper Administration Building.

RESPONSIBILITIES:

The essential functions include the following impact areas: General, Executive Support, Liaison to the Board of Directors and Office Management. Primary responsibilities include, but are not limited to the following:

General

• As a team member, exemplify Zoo Knoxville's core values through interactions with guests and fellow team members.
• Serve on internal committees as needed/requested
• Have a solid grasp of Knoxville community and civic dynamics
• Project management of Zoowide initiatives as requested
• AZA Accreditation assistance
• Participate in/ assist with Zoowide fundraising or special events
• Project management of Zoowide initiatives as assigned by the President and CEO or COO.
• Work with confidential information and maintain that information for the CEO/COO
• Prepare reimbursement requests
• Data entry
• Other administrative duties as requested by the President and CEO or COO.

Executive Support

• Strategic prioritization for the CEO (COO as needed) including tracking action items, projects, and cyclical civic and internal priorities.
• Monitoring and managing communications to the CEO (COO as needed) including email, standard mail, phone calls, voicemails, etc., and organizing or taking action as needed. This includes flagging priorities, drafting responses, and maintenance of an Inbox 0 strategy.
• Prepare and file various presentations and communications; update regularly.
• Prepare meeting correspondence and presentations
• Provide calendar management for the CEO (COO as needed)
• Handle all administrative needs for the AZA conference schedule
• Make travel arrangements
• Create and maintain files and records
• Provide meeting support. This includes preparing for any IT or technical needs and recording meeting minutes as requested.
• Create and share Leadership Team summary.
• Create a budget and track/report expenses
• Support Leadership Team members as needed, as approved by the CE

Liaison to the Board of Directors

• Plan and execute board meetings as directed by the CEO
• Schedule and support board committee meetings as needed
• Attend Board meetings and prepare Board meeting minutes
• Manage board governance and administration needs, including update Board manuals
• Plan and execute the annual Board Social
• Plan and execute the annual New Board Member Orientation
  • Update content for and create the annual Board Reference book
• Work with Development to maintain accurate and up-to-date board records in the database
• Update contact lists / terms / committee assignments, monitor them to alert CEO / COO of action items, and manage the annual housekeeping items and cyclical needs of the board's governance
• Support Board Executive Committee members and Board Committee Chairs, with the approval of the CEO
• Support to the current and incoming Board President with approval of the President and CEO
• Create/manage board files

Office Management

• Day-to-day stocking and organization of the office, meeting rooms, kitchen and printing room
• Thinking through and completing projects that work toward long-term plans for more office space and better overall organization of the office
• Conference room calendar management
• A/V troubleshooting for the conference room as needed

QUALIFICATIONS:

Essential Skills

• High level of professionalism and confidentiality
• Critical thinking skills
• Ability to perform under pressure to meet deadlines
• Experience using Google Suite and Microsoft 365
• Excellent organizational and interpersonal skills
• Experience managing projects with diverse stakeholders
• Strong organizational and typing/note taking skills.
• Strong written and verbal communication skills.
• Knowledge of Microsoft Word, Excel, Adobe Acrobat, Canva/PowerPoint, and Outlook.
• Ability to establish and maintain effective working relationships with staff and external stakeholders.
• Possess a valid driver's license and be insurable by Zoo Knoxville's insurance carrier.
• 3-5 years of administrative or executive assistant experience.
• High school diploma required; college degree preferred

Don't meet every requirement? At Zoo Knoxville we are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

WORKING CONDITIONS:
As an employee of Zoo Knoxville, you must possess English communication skills as well as the ability to communicate using a 2-way radio, drive a golf cart, use email and telephone. This position will involve working both indoors and outdoors in hot, cold, wet and windy conditions. The working hours will vary depending on need and may require weekend, evening and holiday work. Must be able to lift and carry up to 25 lbs. The position hours vary depending on business needs and will require weekend and some holiday shifts. Depending on the specific tasks, this position will be required to work within close proximity of exotic and domestic animals and must be aware that there are dangers inherent in working under those conditions. Zoo Knoxville is committed to maintaining a drug free workplace and as such each employee must pass a pre-employment drug screen.