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Indianapolis Zoo

Indianapolis Zoo

Administrative Assistant

Move from the ordinary to the extraordinary! The Indianapolis Zoo is looking an experienced Administrative Assistant to join its team! If you are an organized, detail-oriented professional, possessing flexibility, creativity and superior problem-solving skills, then this is an opportunity you don’t want to miss! 

Ideal candidates are committed to advancing the Zoo’s mission to protect nature and inspire people to care for our world.  The Assistant to the Executive Vice President is a key member of the Zoo’s External Relations team and provides high-level administrative support to the Executive Vice President and the External Relations staff. The successful candidate will be required to interface with Zoo staff, volunteers and donors on a regular basis. 

Duties include but are not limited to: managing the office of the Executive Vice President, scheduling meetings and maintaining the Executive Vice President’s calendar, planning lunches, receptions, etc., overseeing and implementing the community donation program, proof reading and coordinating correspondence and information for publication, conducting behind the scenes tours, supporting the Indianapolis Prize and providing administrative support and coordination for the Indianapolis Zoo’s travel program and associated events.

Position Responsibilities and Requirements include (but are not limited to):

  • A minimum of five (5) years administrative experience working in an office setting and/ or providing support to an executive.
  • Ability to perform administrative functions; budgeting, record-keeping, computer competency, knowledge of basic office equipment. 
  • Provides high-level support to the Executive Vice President and serves as a backup for the Executive Assistant to the President and CEO.
  • Acts as a liaison between the Executive Vice President and staff, donors, and potential donors. 
  • Serves as a key member of the Indianapolis Prize Steering and Local Organizing Committee.  Participates in plans for the Indianapolis Prize Gala including volunteers, VIP travel, Gala seating and other duties as needed.
  • Maintains ticket and income reports for the Indianapolis Prize Gala. Oversees registration for the Indianapolis Prize Gala.
  • Coordinates the biannual application cycle of the Indianapolis Prize and Emerging Conservationist program.  
  • Coordinates and maintains records, both manual and computerized, for the External Relations Department which includes filing and dispensing correspondence for follow-up.   
  • Attends all External Relations meetings and other departmental meetings as requested. 
  • Acts as the recording secretary for occasional committee and/ or staff meetings and also prepares agendas for these meetings.
  • Maintains petty cash and coordinates office supply purchases, copy room supplies and kitchen supplies. 
  • Has demonstrated accuracy and attention to detail.
  • Outstanding written and verbal communication skills.   Ability to produce grammatically correct and error-free communications.  
  • Displays a mature, tactful, discreet, and sensible demeanor to assist with the Zoological Society’s image both among employees and with the general public.
  • Understanding and experience in managing financial budgets.
  • Must have the ability to converse and get along with all personality types.
  • Excellent interpersonal skills with the ability to work under pressure in a public setting. 
  • High school diploma or GED required.   Post-secondary education strongly preferred, including university, college, or technical school degree(s).
  • Must be an advanced user of Microsoft Word.   Experience in electronic communication tools, website management and social media.  Must be an intermediate user of Excel, Power Point, Adobe Acrobat and Microsoft project as well as other management software programs in use at the Indianapolis Zoo. Experience with Raisers Edge donor relationship software helpful.

 

Employment is contingent upon the successful completion of pre-employment testing including a criminal history and driving record check, and a drug test. The Indianapolis Zoo is requiring all Zoo employees and volunteers to be Covid-19 vaccinated unless individuals require a medical or religious belief accommodation.  If hired, vaccination must be completed prior to first working day or accommodation request must be approved prior to first working day. 

The Indianapolis Zoo offers a competitive benefits package to all eligible (full-time/ 40 hr./ week) employees.   Benefits include Medical, Dental, Vision, and Life Insurance; 403(b) Retirement Plan, generous Paid Time Off (PTO), Immediate Paid Holidays, and a complimentary Zoo membership for employees.

To apply:

  • Submit an online application by the September 29, 2021 deadline.  The Zoo reserves the right to pull this job posting at anytime. 
  • Applicants must include a resume, cover letter and salary requirements.  

The Indianapolis Zoo is proud to be a Drug-Free/ Smoke-Free/ Equal Opportunity Employer (EOE)/ Child-Safe Work Environment. 

 

Perks

Medical, Dental, Vision, Life Insurance, 403 B, Generous Paid Time Off, Short Term Disability after qualifying period

Salary

negotiable

How to Apply

Interested candidates must complete an online application on the Zoo's website at: https://www.indianapoliszoo.com/jobs-volunteer/available-positions/

Indianapolis Zoo
1200 West Washington Street, P.O. Box 22309
Indianapolis, IN 46222
Fax: Indianapolis Zoo

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