Executive Administrative Assistant (Full Time)

Job Details

Description

Summary:

Memphis Zoo is a nonprofit Zoo, committed to inspiring a passion for nature and creating a world where all life thrives. Empowering people to support our mission to conserve wildlife through innovation and partnerships, we support cutting-edge conservation, giving thousands of guests the opportunity to experience conservation in action. The deep and extensive knowledge gained from more than a century of experience in wildlife care, health, veterinary services, nutrition and conservation makes us invaluable in the global effort to save species. The Executive Administrative Assistant (EA) supports the administrative functions for the President and CEO of the Memphis Zoo and will be instrumental to its $250 million dollar expansion. The EA is a logistics expert, arranging meetings, managing travel, tracking projects/deadlines, and other items. Further, the EA works with sensitive material and upholds confidentiality.

Essential Job Functions

• Acts as an extended arm of the President and by extension the executive team by anticipating and supporting the daily operational and administrative needs.
• Maintains complex schedules and calendar items for the President, ensuring the prioritization of key/strategic items. Makes real-time adjustments as necessary, communicating changes to all parties.
• Coordinates domestic and internal travel as needed. Includes booking travel arrangements, assisting with passports and other travel documents, etc.
• Builds and maintains rapport with Board of Directors while serving as a primary point of contact for the President.
• Occasionally works with external regulation or accreditation agencies.
• Organizes various meetings including agenda preparation, conference call setup, and meal/refreshment logistics. Records minutes for President for all Board and other meetings as directed.
• Maintains stock of supplies and schedules equipment maintenance as needed.
• Supports departmental budget, including projecting expenses, reconciling expenses, and reporting.
• Regularly gathers invoices, acquires appropriate signatures, and submits these to Accounting.
• Generates ad-hoc reports for the President and assists the executive team and Board as needed.
• Regularly prepares presentations and materials for the President, the executive team and Board.
• Provides clerical support including drafting documents, composing correspondence, scanning files, making copies, sorting mail, prioritizing email traffic and other tasks as required.
  
  

Minimum Education And Experience

• Bachelor's degree in business administration, communication, or a related field.
• 5 or more years of related experience.
• Experience working with a Board of Directors.
• High proficiency with the Microsoft Office Suite.
• High proficiency in communication, both in oral and in writing.
• Demonstrated ability to maintain confidentiality and decorum.
  
  

Preferred Education And Experience

• Experience working with non-profits is highly preferred.
• Experience working with an AZA-accredited organization is preferred.
  
  

Competencies

• Written, Verbal, and Oral Communication.
• Time Management.
• Organization.
• Detail-Orientation.
• Discretion and Confidentiality.
• Collaboration.
• Microsoft Office Suite.
• Multi-Tasking.
• Interpersonal Skills.
• Flexibility and Adaptability.
• Administrative Skills.
• Self Motivation/Ability to Work Independently.
  
  

Supervisory Responsibility: None.

Reporting Structure: Reports to the President & CEO.

Position Type/Expected Hours Of Work

Full-time positions are defined as positions scheduled to work approximately 40 hours a week. Scheduling is at the discretion of the CEO to meet the needs of the position. This position occasionally requires holiday, evening, and weekend work.

This position is considered exempt under the federal and state wage and hour laws.

Work Environment: While performing the duties of the job, the employee will primarily work indoors within a typical office environment. This role is primarily a sedentary position but will occasionally require the need to travel across Zoo grounds with or without the use of a golf cart. Occasional local travel is also required.

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.

This position requires frequent sitting and may occasionally move or lift objects up to 20 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Other Requirements

• 21 years or older.
• Clear background check.
• Clear drug screening.
• Clear MVR screening.
• Valid driver’s license.
• Proof of current automobile insurance.
  
  

Benefits & Perks

The Memphis Zoo has a comprehensive benefits and employee perks package. Please see our Memphis Zoo Careers page for details.

EEOC And Inclusion Statement

The Memphis Zoo believes that human diversity is as important as the biodiversity we seek to conserve. World-class zoos are comprised of world-class team members representing a variety of backgrounds, perspectives, and skills. We value a diverse workplace and strongly encourage people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and veterans to apply.

The Memphis Zoo is an equal-opportunity employer. Applicants will not be discriminated against because of race, color, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws. If you need to request any accommodations for the interview or hiring process, please let the Human Resources team (HR) know. HR can be contacted at [email protected].

The Memphis Zoo participates in E-Verify and is an EEO/ADA/Veteran employer.

All offers of employment are contingent upon the successful completion of pre-employment screening. Memphis Zoo is a drug-free workplace.

How To Apply

Applications should be submitted via the Memphis Zoo Careers page. Please note that any other application submissions will not be considered. www.memphiszoo.org/careers.