Description
JOB SUMMARY
The Executive Assistant to the Chief Executive Officer provides high-level administrative support to the CEO, Board of Directors, and the Executive Leadership Team (ELT). This role requires a seasoned professional who can effectively manage a variety of tasks, exhibit exceptional organizational and communication skills, foster warm relationships with stakeholders, and maintain a high level of confidentiality. The Executive Assistant plays a vital role in facilitating the smooth operation of the CEO's office. This position ensures the efficient execution of organizational priorities, all of which aim to further the mission of the Dallas Zoo.
EXECUTIVE SUPPORT FUNCTIONS - SPECIFIC JOB DUTIES & RESPONSIBILITIES
Strategic Administrative Support: Serve as the CEO’s primary point of contact, managing internal and external communications with professionalism and discretion. Coordinate complex calendars, travel arrangements, and correspondence to ensure alignment with strategic priorities and organizational goals. Prepare agendas, briefing documents, presentations, and post-meeting action plans to optimize decision-making and efficient use of the CEO and the ELT’s time. Maintain all current and historical governance, by-laws, and other relevant documentation. Act as a liaison between the CEO’s office, the Board of Directors, and other committees, ensuring effective communication and timely follow-up.
Operational and Project Management: Coordinate with the project management team to align the ELT with cross-departmental initiatives and special projects to ensure timely execution and alignment with the Zoo’s mission and objectives. Develop and implement workflows and processes to enhance organizational efficiency, communication, and reporting. Provide support for special projects, research, and planning as directed by the ELT. Collaborate with other departments to facilitate the completion of organizational initiatives.
Stakeholder and Donor Relations: Represent the CEO’s office in interactions with board members, donors, and community stakeholders to foster warm, positive, and professional relationships. Support public relations and communication strategies, maintaining the highest level of professionalism in all stakeholder engagements.
Meeting Facilitation and Documentation: Plan and coordinate meeting logistics, including room bookings, agenda preparation, and advance distribution of materials. Provide administrative support during meetings, including note-taking and action item tracking. Aid in follow-up and communication to ensure accountability for completing assigned tasks and monitor progress as needed to meet scheduled deadlines. Produce accurate weekly, monthly, and annual internal/external communications and reporting.
Confidentiality and Crisis Management: Handle sensitive information and executive discussions with the utmost discretion, confidentiality, and integrity. Serve as support during crisis management or unplanned events to help provide direction and maintain continuity of operations.
Technology and Innovation: Leverage modern tools for project management, data analysis, and communication to enhance productivity. Stay informed about industry trends and technological innovations to continuously improve executive support functions.
Team Collaboration and Leadership: Foster teamwork across departments, interacting with leadership as a member of the Zoo’s Management Team to support organizational goals. Collaborate with staff to build a positive and productive work environment, exemplifying the Zoo’s core values.
DESIRED QUALIFICATIONS & COMPETENCIES
Education and Experience
•Post-secondary education and/or training is preferred.
•3-5 years of executive support experience.
Knowledge, Skills, Abilities
•Strong interpersonal skills with the ability to collaborate effectively, build positive relationships, and work harmoniously with individuals at all levels.
•Ability to effectively delegate, prioritize, and maintain accountability and ownership for desired results and outcomes.
•Proficiency in using productivity and collaboration applications, including but not limited to Microsoft Office Suite, Google Workspace, Adobe Creative Cloud, Dropbox, Zoom, and other software and project management platforms.
•Must be resourceful with effective organizational and time management skills.
•Must be agile and able to multi-task, adapt, and shift priorities as necessary.
•Must be solution-oriented with an affinity towards leveraging technology to meet operational needs.
•Must be organized with attention to detail and driven to meet project deadlines.
•Must be a strategic thinker with a proven ability to drive meaningful change.
•Must have excellent communication and presentation skills, both oral and written.
•Ability to collaborate, work as a team, and independently.
Software Tools Used
•Project management tools (e.g., Wrike, Smartsheet, Asana, Trello, Monday.com) or similar programs.
•Communication and scheduling platforms (e.g., Microsoft Teams, Slack, Zoom).
•Advanced familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
•Data analysis and visualization tools (e.g., Tableau, Google Analytics).
•File sharing and document collaboration tools (e.g., Google Workspace, SharePoint).
•Digital event coordination platforms (e.g., Eventbrite, Cvent, Whova, Tripleseat).
Physical Demands and Work Environment
•Ability to work flexible shifts, including weekends and evenings, when required.
•Ability to work indoors and outdoors with exposure to cold and heat.
•Must have a valid driver’s license.
•Must be able to perform essential office duties, including sitting for extended periods and occasional movement around the office.
This job description is intended to outline the primary duties, responsibilities, and qualifications of this position. The employer reserves the right to modify, add, or remove duties as necessary. Employees may be required to perform other duties as assigned that are not explicitly listed in this description.
