Executive Assistant to the CEO

Dallas Zoo Management•Dallas, TX

19d

About The Position

The Executive Assistant to the Chief Executive Officer serves as the strategic and operational backbone of the CEO’s Office. This role provides high-level administrative, project, and stakeholder support to the CEO, Board of Directors, and Executive Leadership Team (ELT). The ideal candidate is a skilled professional with exceptional judgment, the ability to navigate complex organizational dynamics, and the confidence to represent the CEO with professionalism and warmth. This role requires a high degree of discretion, operational acumen, and the capability to manage sensitive matters involving senior executives, board members, city leadership, donors, and community partners. The Executive Assistant ensures the CEO’s time, priorities, and communications are effectively aligned with the organization’s mission and strategic goals.

Requirements

Post-secondary education and/or relevant training preferred.
5–7 years of progressively responsible administrative experience supporting C-suite executives, high-level civic officials, or senior leaders in complex organizations.
Exceptional interpersonal skills with the ability to build trusting relationships across all levels, from board members to staff.
Proactive, anticipatory work style with the ability to manage priorities and deadlines in a fast-paced and dynamic environment.
Advanced proficiency with productivity and collaboration tools (Microsoft Office Suite, Google Workspace, project management platforms, Zoom, etc.)
Strong written and verbal communication skills, including the ability to synthesize complex information for executive audiences.
Highly organized and resourceful with strong problem-solving abilities.
Demonstrates rigorous attention to detail and a strong commitment to accuracy across all administrative, operational, and governance responsibilities, ensuring high-quality, error-free work.
Agile and adaptable, capable of managing competing priorities and shifting needs.
Comfortable working independently while maintaining a collaborative, team-oriented approach.
Ability to work flexible shifts, including weekends and evenings, when required.
Ability to work indoors and outdoors with exposure to cold and heat.
Ability to move between work areas to support meetings, events, and operational needs both on and offsite.
Able to perform essential office functions, including extended periods of computer-based work and routine movement within the office environment.
Must have a valid driver’s license.

Nice To Haves

Experience in supporting or coordinating with Boards of Directors, governance bodies, executives, or high-profile stakeholders is strongly preferred.
Experience in nonprofit or mission-driven organizations is a plus but not required.

Responsibilities

Serve as the primary liaison for the CEO’s Office, managing high-level internal and external communications with exceptional professionalism, discretion, and clarity.
Oversee complex calendar management and prepare the CEO for meetings through briefings, talking points, presentations, and strategic background research.
Map and manage CEO priorities, ensuring alignment with organizational goals and maximizing efficiency for both the CEO and ELT.
Maintain governance documents, bylaws, historical records, and confidential board materials.
Partner with the project management function to support organizational initiatives, cross-departmental alignment, and timely execution of deliverables.
Develop and optimize processes, workflows, and communication systems that enhance operational efficiency across the CEO’s Office and ELT.
Provide research, reporting, and planning support for special initiatives and executive requests.
Track action items and follow-through to ensure accountability at all levels.
Serve as a key ambassador for the CEO’s Office in interactions with staff, board members, donors, civic leaders, and community partners.
Prepare and manage logistics for Board of Directors and committee meetings, including scheduling, materials preparation, follow-up communications, and governance reporting.
Support donor and partner engagement efforts with tact, diplomacy, and relationship-building skills.
Produce accurate and timely internal and external communications, reports, and executive summaries.
Handle highly sensitive information and discussions with utmost integrity and confidentiality.
Support executive continuity during unexpected events, crises, or urgent organizational needs.
Demonstrate strong judgment in decision-making, time management, and issue escalation.
Leverage modern tools—project management systems, data dashboards, productivity platforms—to streamline operations and increase organizational transparency.
Continuously identify opportunities to enhance productivity and drive innovative approaches to executive support.
Serve as a trusted member of the CEO’s Management Team, fostering collaboration and positive working relationships across departments.
Model the organization’s values and help cultivate a positive, equitable, and mission-driven workplace culture.