Executive Assistant to the President/CEO

Arizona Center for Nature Conservation - Phoenix, AZ3.8

30+ days ago

Arizona Center for Nature Conservation
Phoenix Zoo
Job Description

Job Title: Executive Assistant to the President/CEO
Department: Executive
Supervisor: President/CEO
FLSA Status: Full-Time, Regular, Exempt

General Statement:
The Executive Assistant is responsible for providing executive level support to the President/CEO of the Arizona Center for Nature Conservation and serving as liaison to the Board of Trustees. This position handles details of a highly confidential and critical nature, and will independently manage multiple tasks, programs and projects with competing priorities and deadlines including screening and prioritizing communications, donation requests and opportunities from external and internal sources. In addition, this position is responsible for bringing together cross-functional coordination between programs and departments.

Essential Duties

  • Provide quality guest service to both internal and external guests by maintaining a WILD (friendly, helpful, positive and professional) working attitude and appearance.
  • Manage calendar, appointments and external contacts for President/CEO, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
  • Process/compose correspondence/reports for President/CEO and/or executive team members.
  • Review, proofread, and format all correspondence prepared for the President/CEO's signature to ensure accuracy and completeness. Follows up with staff to ensure deadlines are met. Review other prepared documents requiring the President/CEO's signature, such as donor letters, purchase orders, leave requests, expense reports, contracts, etc.
  • Act as the President/CEO’s representative and ambassador as directed.
  • Manage effective contacts and relationships with Board Members by maintaining close contact with Board Chair, facilitating all meetings including orientation for new Board members, managing annual meeting and election, monitoring terms and committee assignments of Board members, managing annual Board awards, and maintaining attendance records and bios/personal records of Board members.
  • Act as the lead in the preparation of Board Meetings, including tracking, monitoring and following the progress of open action items, drafting the agenda, establishing due dates and setting the timetable for the submittal of agenda materials, producing a final draft of the Board packet, and producing accurate Board minutes at each meeting.
  • Serve as the meeting coordinator by scheduling resources, creating and circulating agendas, reserving meeting space and coordinating food/beverage items. Recording and transcribing minutes of meetings as needed.
  • Manage and coordinate the Charitable Donation Program and other donation requests, requests for onsite visits, and visitor concerns.
  • Manage the Living Collections Intern program including intake, selection, onboarding and program support.
  • Assist in researching, compiling and distributing information for projects.
  • Maintain ACNC historic files and corporate records, Articles of Incorporation, bylaws and trademarks/trade names.
  • Manage CEO travel arrangements and proactively coordinate the pre-planning of trips with various internal departments, including arranging appropriate travel, visas, agendas and necessary contacts, country information, marketing materials, and other necessary preparations.
  • Support the budgeting, master planning and strategic planning process as needed.
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening calls for appropriate action within the organization, and maintaining executive files as needed. This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with this position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position and/or to require that other or different tasks be performed with changes in circumstances (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

Qualifications:

  • Minimum five years of experience at the executive or administrative level, supplemented by college courses. Bachelor’s degree preferred.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media platforms.
  • Excellent typing (minimum 45 wpm) and filing skills.
  • Ability to take dictation and/or ability to transcribe from taped dictation.
  • Excellent written skills with strong proficiency in proofreading and editing.
  • Strong verbal and interpersonal communication skills.
  • Strong organizational skills, with the ability to manage multiple priorities and projects with a sense of urgency, adaptability, and accountability to strive for excellence.
  • Ability to maintain strict confidentiality and handle sensitive issues with professionalism.
  • Ability to maintain a good rapport with all types of individuals and levels of management, both internal and external to the organization.
  • Possession of a valid driver’s license.
  • Ability to pass pre-employment background check, drug test, DMV check and clear annual TB test.

To apply, please visit: http://www.phoenixzoo.org/careers/

Résumés are not accepted for any ACNC position without an accompanying application. While postings may remain on outside sites for longer, once a job is removed from the Phoenix Zoo career site, it is closed and we will no longer accept applications. If you are a top candidate for a current opening, we will contact you within a few weeks of the position closing. Unfortunately, due to the number of applications and résumés we receive, we are only able to respond to those applicants who best match our current openings.

Job Type: Full-time