Executive Assistant

4 months ago

Royal Oak, United States Detroit Zoological Society Full time
The Executive Assistant performs administrative and support service functions. This roles requires anticipating and proactively addressing organizational, administrative, support, and clerical needs in order to contribute to effective operations. Assists in coordinating, monitoring, and implementing administrative and clerical activities and has primary responsibility for completing assigned tasks and performing related work as required.
A high degree of professionalism, integrity, discretion, and autonomy is required.

Principal Duties and Responsibilities Prioritize and manage multiple assignments simultaneously and follow through on issues in a timely manner. Prepare documents, reports and presentations with careful attention to detail and proofreading. Draft correspondence, reports, letters, meeting minutes, and other documents. Locate and retrieve files, documents and reports in a timely manner. Maintain and enhance current filing systems. Schedule and arrange meetings, appointments, and tours. Schedule, organize, and arrange committee meetings. Prepare and send notices and materials to meeting participants. Arrange travel as needed. Order necessary supplies. Prepare check requests and expense reports. Communicate and collaborate with others regarding administrative functions and activities. Resolve routine problems in person, by phone or through correspondence with others. Participate in meetings and DZS events as necessary. Interact with other executive and administrative assistants to ensure coverage, communication and coordination of work. Perform other related duties as assigned.
Qualifications
Education and Experience Completion of two years of college-level coursework in business or a related field. Minimum of five (5) years of recent and progressive executive assistant experience working for a senior-level executive. OR an equivalent combination of education and experience sufficient to successfully perform the essential functions of the role as listed above.
Knowledge, Skills, and Abilities Excellent written and verbal communication skills. Excellent interpersonal and customer service skills. Ability to work with Board, Executive and Senior Leaders in an effective and professional manner. Able to establish and maintain effective working relationships with internal and external contacts. Proven ability to work with confidential, time sensitive and restricted information. Able to multi-task and take on new tasks/projects with short notice and to work independently without significant assistance or direction. Strong decision-making ability, attention to detail, and outstanding follow-through.  Requires excellent analytical and problem-solving skills. Excellent calendar management skills, including the coordination of complex meetings. Strong knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint and related software programs.
Preferred Associates degree in a related field. Experience in a non-profit organization. Office management experience.
Working Conditions
The regular work schedule may include weekends or occasional evenings, and early mornings. The work environment is generally comfortable and most work is indoors although the position may require work outdoors. The Executive Assistant will have exposure to computer monitors, florescent lighting and other building elements as well as exposure to seasonal weather conditions and the zoological environment for special events, tours, openings, etc.

Physical Requirements
This position requires sitting, standing, walking, bending, stooping for extended periods, lifting and moving up to 40 pounds, and using standard office equipment and the computer.
The individual must be able to perform the job's essential functions satisfactorily with or without accommodations. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the role.

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