Woodland Park Zoo-Executive Assistant (Apply by 10/27/11)

Job Description

EXECUTIVE ASSISTANT

 This is your opportunity to join the dynamic Executive & Administrative team at Woodland Park Zoo. Applications are now being accepted for Executive Assistant in the Executive & Administration Department at the Woodland Park Zoo in Seattle. There is one full-time, regular, benefited position to be filled at this time. Compensation is based on experience.

 SUMMARYThe Executive Assistant provides high level administrative support to the COO and Senior Executive Staff. Excellent organizational skills, communication skills, both written and spoken, are essential to the success of this role. Also variously assists the Executive Assistant to the President and CEO, and the Board of Directors by performing the following duties.
 ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

• Supports the administrative needs of the Chief Operating Officer and Senior Executive Staff.
• Acts as liaison with zoo staff, board members, public, zoo volunteers, professional peers and zoo members for the COO and Senior Executive Staff.
• Coordinates implementation of special projects, as assigned by the COO and Senior Executive Staff.
• Makes appointments, coordinates calendars and keeps calendar current for COO and Senior Executive Staff.
• Manages mail and phone calls for COO and Senior Executive Staff.  Prepares written responses to mail, e-mail and/or phone calls.
• Manages departmental files, budget documents or other materials essential for the administrative operations of the office of the COO and Senior Executive Staff.
• Makes travel arrangements and prepares expense vouchers for COO and Senior Executive Staff.
• Prepares minutes for COO and Senior Executive Staff.
• Creates and modifies, as needed, PowerPoint presentations or other strategic communications presentations for use by the COO and Senior Executive Staff.
• Creates department specific policy and procedures, as needed.
• Works independently as needed and coordinates work and projects with CEO’s EA.
• Assumes Executive Assistant’s daily responsibilities for President and CEO, when CEO’s EA is out of the office.
• Assists CEO’s EA with scheduling, preparation and execution of Board of Director and Board Committee meetings.
• Assists CEO’s EA with yearly Board and Committee calendar.
• Assists CEO’s EA with annual board retreat.
• Compiles and distributes materials for Board Meeting packets.
• Keeps Board files, directory, databases and handbook information up to date.
• Maintains confidentiality of COO and Senior Executive Staff and CEO’s offices, Board, Executive Committee and any other sensitive zoo information.
• Attends Board and/or Executive Committee meetings and transcribes minutes, as needed.
• Performs other duties as assigned.

 QUALIFICATIONS  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent verbal and written communication skills.
• Strong organizational and time management skills with ability to meet deadlines in a professional manner.
• Ability to collaborate well with all departments within the organization and to represent the Deputy Director in a highly professional manner with a diverse group of individuals, both internally and externally.
• Ability to work effectively as a team member, and independently with little supervision.
• Demonstrated ability to maintain the highest level of confidentiality, while handling sensitive material concerning the organization and the executive's role within the organization.
• Commitment to the mission of the zoo and the institution’s Core Values.

 EDUCATION and/or EXPERIENCEAssociate's degree (A. A.) or equivalent from two-year college or technical school; or five to 10 years related experience and/or training; or equivalent combination of education and experience.
 COMPUTER SKILLSHighly proficient and experienced with Microsoft Office applications; particularly Word, Excel, PowerPoint, Publisher and Outlook.  Must be able to work with customized databases and technology, and conduct Internet research.  Must be able to use a projector and laptop to run meeting presentations and/or videos.
 PHYSICAL DEMANDS  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 This position spends approximately 95 percent of the time at the computer keyboard.  While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
 WORK ENVIRONMENT  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 The work environment of this position consists primarily of an open lobby space within a busy, and occasionally noisy, building consisting of a mixture of closed offices, cubicles and open meeting/gathering spaces.  Attending meetings may require relocating to buildings anywhere within the 92-acre campus.
 APPLICATION DIRECTIONSApplications are only accepted online through our Jobs page at http://www.zoo.org/; no other forms of application will be accepted. Cover letter and resume are REQUIRED when applying for this position. NO PHONE CALLS PLEASE.
 APPLICATION DEADLINE:  October 27, 2011
 Woodland Park Zoo is an equal opportunity/affirmative action employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, disability, veteran’s status, sexual orientation, or gender identity/expression.