Executive Assistant (Full-Time)

Fort Wayne Zoo•Fort Wayne, IN

11d•Onsite

About The Position

The Executive Assistant provides administrative, organizational, and logistical support to the Executive Leadership Team, assisting with document preparation, calendar appointments, meeting setup, purchase orders, travel coordination, and additional clerical functions. This position also organizes Zoo-wide purchasing and assists with additional support tasks and projects as assigned. This position also strives to embody the Zoo’s values at all times, contributes to positive guest experiences, and performs other duties as required.

Requirements

High school diploma or GED is required.
Two years of administrative, clerical, organizational, nonprofit, or related experience is required.
Demonstrated expertise and proficiency in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) is required.
Ability to recognize confidential matters and maintain discretion.
Excellent organizational skills with strong attention to detail.
Ability to prioritize diverse responsibilities and maintain accurate records under tight deadlines.
Ability to collaborate with board members on projects, planning, and meetings.
Ability to professionally and effectively communicate with others through written correspondence.
Ability to troubleshoot, analyze situations, and make sound business decisions.
Ability to make independent decisions and manage time effectively.
Knowledge of Microsoft Office software.
Knowledge of general office procedures and practices.
Knowledge of correct grammar and sentence structure.
Ability to work a flexible schedule as required to successfully perform the requirements and functions of the position.
Ability to handle confidential information.
Ability to understand and follow all safety regulations.
Ability to track and manage multiple tasks and priorities.
Ability to arrive at work when scheduled and maintain a positive attendance record.
Ability to serve as a goodwill ambassador, in every respect and at all times, for the Fort Wayne Zoological Society and the Fort Wayne Zoo in contacts with guests, partners, and the community.
Ability to deal tactfully and politely with guest questions and misbehavior.
Excellent communication skills to establish and maintain effective working relationships with team members, volunteers, partners, and the community.
Ability to operate office equipment, including computers, copiers, fax machines, and phones.
Ability to professionally and appropriately interact and communicate with others, both in person and through phone, email, and written correspondence.
Ability to read reports, receipts, and other statements.
Ability to properly lift and carry light supplies and materials.
Ability to stand and sit for periods of time and to move intermittently throughout the workday.
Ability to perform focused work with close attention to detail.
Ability to work both indoors and outdoors, with exposure to extreme temperatures and inclement weather conditions; the environment may include wet, icy, or muddy conditions.
This position may include exposure to hazardous materials, fumes/odors, dirt, and dust; potentially dangerous or venomous animals; zoonotic diseases; noxious native plants; and native biting insects and arthropods.

Nice To Haves

Experience with purchase order software is preferred.
Valid driver’s license is preferred.

Responsibilities

Assists with organization of calendars, mail, and support for the Executive Leadership Team.
Organizes schedules and supporting materials for internal communication meetings, including Compass, Course, and Craft; assists with coordination of additional meetings, chats, and speakers.
Coordinates internal and external meeting scheduling for the Executive Leadership Team.
Coordinates meeting logistics for various staff and business meetings; ensures rooms are set up, organized, and appropriate technology is available; orders catering as needed.
Manages Zoo-wide room reservation calendars.
Coordinates travel logistics and registrations for Executive Director and Vice Presidents as needed; gathers and organizes travel plans as needed.
Assists the Executive Director and Vice Presidents with various administrative projects and documents; creates, formats, and/or finetunes Word, Excel, and PowerPoint files for presentation or distribution; prepares letters, documents, and cards for distribution or mailing.
Assists with organizing, preparing materials, and attending Board of Directors and committee meetings as needed.
Coordinates Zoo-wide purchasing, including creation of POs, receipt of leader authorization and approval, and verification of required quotes; pushes approval flows and logs work order purchases on Monday.com.
Collects and tracks Manager on Duty reports.
Assists with preparation of the Dashboard, including attendance, budget, sales, and retention.
Supports the Animal Health and Care teams with submitting and tracking orders, forms, submissions, and payments; maintains laboratory Information.
Processes credit card receipts for the Executive Director and Vice Presidents as needed.
Assists the Executive Director with the department budget.
Coordinates radio and social media tickets, Zoo calendars, and gift package mailing.
Assembles and updates assigned resources, including weekly morning announcements, calendar one sheets, phone list, gate map, and team member photos.
Assists with the Zoo Excellence team member recognition program and engagement activities as needed.
Coordinates team member birthday cards; purchases supplies and items as appropriate.
Submits annual AZA benchmarking data through the AZA member website.
Answers external phone calls coming into the Administration Office.
Maintains organization and presentation of common office areas, including mailboxes, lobby, and kitchenette; orders products as needed; receives and distributes daily mail.
Assists with organization of office supplies and communication of order needs.
Performs various administrative duties as assigned and cross trains on other administrative office functions to provide support as needed.
Supports the Zoo’s commitment to continued growth of diversity, equity, access, inclusion, and belonging for team members, volunteers, guests, and supporters.
Assists with special projects and helps other team members as needed.
Actively contributes to positive guest experiences.