Executive Assistant, III

Organization: The Chicago Zoological Society (AZA Member)
Location: Brookfield, IL, Country
Job or Internship: Job

Chicago Zoological Society’s Brookfield Zoo is known throughout the world as a leader in animal welfare and conservation but the institution is also Illinois’ most popular cultural attraction.* As part of the Chicago Zoological Society’s mission, we work each day to ensure that the conservation movement reaches out to and hears from every person and community at every income level and ability. Our beautiful park like setting has an amazing 216 acres of meticulously landscaped grounds, the Discovery Center and Pavilions provide indoor and outdoor event facilities, three major restaurants provide delicious food options, and there are over 20 different animal exhibits. This position contributes to the success of the Chicago Zoological Society (“CZS”) by effectively managing and coordinating administrative functions for the Senior Vice President (“SVP”), Conservation, Education and Training and for the CET Group responsible for developing, implementing, and directing comprehensive programs to advance two institutional Centers of Excellence: The Center for Conservation Leadership and the Center for the Science of Animal Welfare. It also serves as administrative liaison for CET group.

The Executive Assistant III develops, monitors, re-forecasts, and reviews the CET and Conservation Science Departments’ annual operating budgets. Participates as a member of the Society’s Budget Administration Team representing the CET Department. Works with managers and SVP to develop cost/benefit projections and prepares contracts with outside vendors based on established Society policies and procedures. Works with CET and Conservation Science managers, Development and Finance staff to ensure accurate grant budgets, grant expenditure tracking, re-forecasting and reporting. Assists with administrative aspects for the procurement of grants, fundraising, and donor cultivation. Manages purchase order process for all areas of the Conservation, Education and Training and Conservation Science Departments. Enters and tracks purchase orders, issue and process petty cash expenditures, manages contracts, orders and tracks office supplies for all CET and Conservation Science Programs. Generates, processes and forwards all travel forms for CET and Conservation Science staff to Finance personnel. Serves as subject matter expert for the CET and Conservation Science staff related to the CZS time and attendance system. Answers questions from staff and provides appropriate direction and assistance. Attends training sessions related to time and attendance and keeps all staff up to date on any system changes. Processes payroll change notices. Approves electronic timecards and time off requests from SVP’s direct reports as directed. Provides administrative support to SVP, including but not limited to managing schedule and calendar, including all travel arrangements, international travel and logistics. Provides a high level of administrative and project support to SVP in assessing and responding to inquiries and requests for information. Anticipates the needs of the SVP and responds appropriately. Organizes, coordinates, and manages schedules, meetings, activities, and appointments, assuring necessary materials and information are available. Provides administrative and clerical support, including but not limited to: composing and editing correspondence, word processing, schedule and calendar maintenance, preparation of information and reports, research, maintenance of required computer information and databases, follow-up work, and substantive special projects. Manages incoming calls, mail, and information for the SVP, including but not limited to: screening phone calls, mail, and e-mails, and coordinating personal visits. Assures accurate and timely reporting of pertinent information. Manage relationships with Management Team, Program Unit, Board of Trustees, Women’s Board, CET Managers, volunteers and staff and helps in developing reports, presentation, and calendars for these audiences. Manage duties and action items for Senior Vice President’s role in Management Team. Serves as CET point person for Society-wide emergencies. As part of the Incident Response Team (“IRT”), performs duties of the Command Post Recorder to develop and maintains an accurate/detailed record of incidents and all information pertinent to the emergency. Assists Incident Commander as needed. Work with IRT and CET and Conservation Science managers to develop emergency plans and procedures. Updates, maintains, and trains all CET staff and volunteers on emergency procedures. Serves as Safety Representative for CET. Conducts monthly safety checks on all CET areas and reports to Safety Department. Reports issues and creates work orders as needed. Responsible for routine checks of all staff areas in order to anticipate maintenance issues. Fields any emergency maintenance issues that arise.

As Brookfield Zoo is open 365 days each year, this position routinely includes working weekends, holidays, and occasional evenings.

The requirements for this position include:

Associates Degree in Business or related field or equivalent combination of relevant experience and/or training.

Minimum five years directly relevant experience as an office assistant, administrative assistant or office manager or equivalent expertise gained through experience and/or academic training.

Computer proficiency with Microsoft Outlook, Word, Power Point and Excel required.

Accurate typing of 50 words per minute.

Excellent administrative and accounting skills. Ability to maintain dynamic and complex accounting systems and experience working with budgets.

Excellent proofreading skills. Ability to prepare standard business communications.

Good oral and written communication skills.

Detail oriented. Strong follow-up and follow-through skills.

Ability to meet critical deadlines and juggle multiple tasks simultaneously.

Strong interpersonal skills and professionalism. Ability to deal with all levels of staff both within and outside the organization.

Ability to establish strong working relationships and rapport with coworkers and others.

Excellent customer service skills and/or demonstrated ability to effectively work with the public.

Experience and/or ability to work and interact effectively with a diverse, multicultural audience.

Valid driver’s license required. Illinois residents must possess a valid Illinois license within 90 days of hire. Valid out-of-state license required for out-of-state residents.

The desirable/preferred qualifications include:

Experience with an accounting software such as Navision.

Experience with an electronic time and attendance system a plus.

Experience with other database packages such as Access a plus.

Multilingual ability, Spanish fluency a plus.

Additional Information: This position description summarizes the primary duties and functions of this position, but should not be considered a complete listing of every duty the incumbent may ever be called upon to perform. Incumbent is required to gain a solid understanding of individual departments and functions, the organization and its mission, vision, values, history, and operating philosophies, and how CET and Conservation Science Programs impacts the organization and interacts with individual departments. Incumbent must be self-motivated, responsible, and able to work with little supervision. Participate in non-CET and Conservation Science issues and activities as approved and directed by SVP. Individual must be highly cooperative, persistent, and helpful. Must be proactive and able to identify tasks to be completed and move forward without prompting. Thus, strong decision-making skills are needed. Must be able to work under pressure and handle multiple projects and people in a fast-paced environment. Incumbent interacts regularly with managers, and staff to coordinate information and activities, and thus, must be able to maintain strong working relationships and rapport with all levels. Must be highly flexible and adaptable, have a strong work ethic, and be highly tactful and professional. Must have a proven track record of working effectively in a fast-paced environment with rapidly shifting priorities.

The Chicago Zoological Society is an Equal Opportunity Employer/Affirmative Action Employer - M/F/V/D.

If interested in being considered for this opportunity, please visit the CZS Career Center at www.czs.org/careers to obtain more details about the position and to apply by submitting your profile. Please look for Requisition Number 1192.