Executive Assistant and Board Liaison

Denver Zoo•Denver, CO

5d•Onsite

About The Position

Denver Zoo Conservation Alliance (DZCA) is a leader in animal care, wildlife conservation, and education. We are passionate about our commitment to excellence in support of our mission of Inspiring Communities to Save Wildlife for Future Generations. DZCA honors our animals, staff, and guests by conducting ourselves at the highest level of integrity through our Core Actions -- Inspire Awe: Safety, Care, Connect, and by embracing our Core Values of: Welcoming, Curious, United, Courageous, and Transformative in all that we do. The Executive Assistant serves as a backup to the Executive Assistant and Board Liaison as needed, managing complex scheduling, communication, and high-level documentation for the President & CEO and Board of Governors. Additionally, the role supports cross-functional projects, sponsored by members of the Executive Team, by defining timelines, tracking progress, and preparing executive-level summaries. With a strong emphasis on business continuity and operational efficiency, this role strengthens leadership capacity, drives process improvements, and advances key organizational priorities. The Executive Assistant must demonstrate sound judgment, discretion, and a high degree of professionalism while engaging with staff across all levels of the organization in a dynamic and mission-driven environment. Our team is made up of passionate and diverse professionals dedicated to providing excellent care for our animals while creating meaningful experiences for our guests. If you're excited to contribute your skills in a collaborative and innovative environment, Denver Zoo Conservation Alliance is the place for you!

Requirements

Completion of or in pursuit of a high school degree or equivalent.
Minimum of 5 years of experience in executive support, project management, or operations, with demonstrated ability to manage projects from start to finish.
Excellent written and verbal communication skills, including the ability to prepare high-quality reports, presentations, and correspondence for internal and external audiences.
Strong prioritization and multitasking skills with the ability to manage multiple competing deadlines in a fast-paced environment.
Demonstrated ability to plan, coordinate, and execute complex projects from start to finish, including tracking milestones, managing timelines, and delivering on key outcomes.
Proficiency in Microsoft Office Suite, Google Workspace, and project management tools such as Asana, Monday.com, or Trello.
Proven ability to handle sensitive and confidential information with discretion, integrity, and sound judgment.
Skilled at collecting, organizing, and summarizing data or project outcomes for reporting and decision-making purposes.
Ability to identify inefficiencies and recommend or implement improvements to administrative systems, tools, and workflows.
Professionalism and interpersonal skills to effectively engage with senior executives, board members, donors, and cross-functional teams.
Proactive approach to anticipating needs, resolving issues, and taking ownership of tasks and challenges independently.
Demonstrates a commitment to DZCA’s Core Values — Welcoming, United, Curious, Courageous, and Transformative — by fostering an inclusive, respectful workplace and upholding the highest ethical and legal standards in all duties.
Ability to pass a background check and pre-employment drug and alcohol screen
Expectation to work a 5-day work week with availability to work some weekends, evenings, and holidays, time off planned with notice.

Nice To Haves

A Bachelor’s degree in Business Administration, Project Management, Communications, or a related field is preferred.
Experience in a nonprofit, conservation, or mission-driven environment is preferred, or any equivalent combination of experience, lived experience, and/or special skills will be considered.
Lean Six Sigma and/or Process Improvement

Responsibilities

Manage complex calendars and meeting logistics for multiple executives, resolving conflicts and prioritizing time effectively, making recommendations concerning their time management, prioritization, delegation, and organization.
Prepare, edit, and format correspondence, reports, presentations, and other documents with a high degree of accuracy and professionalism.
Serve as a key point of contact, professionally representing executives to internal teams, board members, and external stakeholders.
Coordinate leadership meetings, retreats, and planning sessions, including preparation, logistics, and documentation. This includes booking meeting rooms and external venues, coordinating catering, providing necessary supplies, setting up technology and supporting the overall success of the meetings.
Organize and maintain electronic and physical filing systems for easy retrieval of critical documents.
Maintain the extensive files, both paper and and virtual files and work to ensure they are clear and easily searchable. Suggest new locations and file structures to support executive team needs.
Support Board communications and coordination for corresponding executives and, as needed, when the Executive Assistant and Board Liaison to the CEO is unavailable.
Support the preparation of grant reports, funding proposals, and donor materials while ensuring accuracy, clarity, and alignment with branding and mission.
Take detailed meeting notes and track action items to ensure timely completion.
Manage agendas for Executive Team meetings and coordinate quarterly offsites including proper placement of topics, driving them toward appropriate outcomes and ensure the appropriate people are in the meeting for the discussion topics. Collect weekly pulse data from the team and review effeciently in the Executive Team meetings. Collect action items and move them toward completion. Track decisions made for future reference.
Assist with special projects and travel arrangements as needed.
Maintain strict confidentiality and exercise sound judgment when handling sensitive information and high-level communications.
Ensure the seamless running of the Executive Office by proactively managing office supplies, restroom needs, refridgerator maintenance and restocking beverages, ensuring coffee is made and cleaned up and kitchen is in proper working order.
Lead or support the execution of organizational and executive-driven projects from planning through completion, ensuring alignment with strategic goals.
Collaborate with executive sponsors to define project scopes, timelines, deliverables, roles, and success metrics.
Coordinate with internal team members and external partners and make recommendations for meetings, project plan, and timeline, team calls, data compilation, and survey administration.
Monitor progress and proactively manage timelines, resources, and dependencies to keep initiatives on track.
Coordinate input and resources across departments to resolve challenges and remove barriers, ensuring project success.
Develop and maintain project dashboards, updates, and executive summaries to support transparency and informed decision-making.
Identify inefficiencies in administrative and operational workflows; recommend and implement process improvements to enhance performance and reduce redundancy.
Develop and maintain shared organizational tools, templates, and systems that improve collaboration and consistency.
Independently prepare and distribute internal communications that support projects, initiatives, and leadership alignment.
Serve as a primary point of contact for internal and external stakeholders, ensuring professional and timely communication.
Other assistance, as designated by the Executive team, to support the overall goals of the department and organization.
Supports budget tracking and expense reconciliation for executive projects, travel, and departmental initiatives.
Acts as a good steward of DZCA’s resources.