Executive Assistant to CEO




Organization: Tampa's Lowry Park Zoo (AZA Member)
Location: Tampa, Florida, United States
Job or Internship: Job

Tampa’s Lowry Park Zoo is seeking an Executive Assistant to the CEO in its Office of Administration.

Posting Information: Full Time, Exempt

Position Summary:

Performs various clerical and administrative functions in support of Zoo Administration. May assist other departments within the Zoo with clerical projects as directed by the CEO.

Please apply online at: http://newton.newtonsoftware.com/career/JobIntroduction.action?clientId=8ad8dbd139b8862b0139bcdd4ab373a4&id=8ad64ec63e4e49d0013e5761d2b463b0&source=

Cover Letter Requirements:

If you are interested in applying for the Executive Assistant position, in addition to your resume, please provide a cover letter, addressed "To Executive Assistant to CEO Selection Committee," that includes the following:

• Your reason for interest in the position

• Experience relevant to the position

• What you believe to be essential traits for success in this position

• Your writing ability and experience (e.g., preparing agendas, generating meeting minutes, and developing professional correspondence).

• Salary requirements

Tampa's Lowry Park Zoo is an Equal Opportunity Employer and a Drug Free Workplace.

Essential Functions (Including, but not limited to):

• Provides clerical support as needed to CEO such as: typing, copying, faxing, filing, computer data entry, report generation, internal communications, and mailings.

• Prepares and organizes materials for various organizational meetings including the regularly scheduled Board of Trustees meetings and communications with individual Trustees and other community leaders.

• Develops and composes routine and advanced memos, letters, reports, and proposals as needed.

• Maintains calendars, schedules and arranges for appointments, meetings, and events, and makes travel and accommodation arrangements. Provides confirmations and communications to all individuals involved.

• Takes minutes of meetings, transcribes, and prepares diversified correspondence of highly confidential and sensitive nature into final form.

• Screens incoming calls for the CEO.

• Screens visitors who request entrance to the administration buildings and escorts select guests.

• Completes office supply orders and monitors replenishment needs in the supply cabinet.

• Distributes all faxes, emails, and other correspondence to appropriate departments or employee mailboxes. Monitor base radio for administrative, 911, and Code calls.

• Monitors supply of forms and other administration materials and replenish supplies as needed.

• Processes incoming and outgoing mail including overnight packages.

• Completes monthly postage breakdown and office supply summaries.

• Requests service calls as needed in order to maintain office equipment such as the copy machine, fax machine, and postage meter.

• Assists other departments as directed by the CEO.

• Other duties as assigned.

Skills and Experience:

• Must have the ability to multi-task and complete projects in a timely manner.

• Must have exceptional written and oral communication skills.

• Must present a positive attitude even in difficult situations.

• Must be self-motivated and goal-oriented.

• Must be able to maintain discretion with confidential information.

• Must be comfortable self-directing.

• Problem solver with strong task management and execution skills.

• Must possess excellent verbal and written communication skills.

• Ability to develop and maintain relationships across the organization.

• Ability to communicate ideas and contribute effectively to the department.

• Ability to read, analyze, and interpret complex documents.

• Ability to respond effectively to the most sensitive inquiries or complaints.

• Management: the ability to organize and manage multiple priorities.

• High performance team member and a strong team player.

• Exhibits poise, tact, and diplomacy.

• Must exhibit a professional demeanor at all times.

• Must be flexible and have the ability to multi-task in a fast paced environment while maintaining a positive attitude with the public and in difficult situations.

Qualifications:

• Two years of undergraduate course work required. Bachelor's degree in related field preferred.

• Must have at least one year of administrative experience.

Physical Requirements:

• Must be able to sit for long periods of time doing computer work.

• Must be able to operate a variety of office equipment.

• Ability to use telephone and computer to communicate and follow written and verbal instructions.

• Must be willing and able to work varied and long shifts including holidays and weekends.

• Must be able to work and staff specials events and exhibits as well as be available for unexpected shifts.

Computer Proficiency:

• Proficient with Microsoft Office and database software and adapt well to other computer programs.