Position Title: Administrative Assistant, Zoos & Aquarium
Reports to: Assistant Director of Administration, Zoos & Aquarium
Position Objective: Manages the office of the EVP & Director, Bronx Zoo by maintaining complex calendars, arranging meetings, travel, and performing essential support functions for the office
About Wildlife Conservation Society (WCS)
WCS stands for wildlife and wild places. As the world’s premier wildlife conservation organization, WCS has a long track record of achieving innovative, impactful results at scale. We run field programs spanning 60 countries and the entire ocean. We build on a unique foundation: Our reach is global; we discover through best-in-class science; we protect through work on the ground with local and indigenous people; we inspire through our world-class zoos, aquarium, and education programs; and we leverage our resources through partnerships and powerful policy influence. Our more than 4,000 diverse, passionately committed team members in New York City and around the world work collectively to achieve our conservation mission.
PRINCIPLE RESPONSIBILITIES:
1. Manage complex office administrative work requiring the use of independent judgment and initiative.
2. Control and manage the EVP’s and VP of Animal Programs calendar, schedule business appointments, screen all telephone contact, and control traffic flow in and out of the offices. Function as the “gate keeper” and screen, coordinate and prioritize requests for meetings and all other activities that involve the EVP. Arrange and schedule meetings as requested by the EVP.
3. Act as liaison between WCS Z&A and AZA offices. Prepare and curate Accreditation materials and reports.
4. Maintain Safety Manuals and ensure information is up-to-date.
5. Arrange travel for EVP and VP of Animal Programs, including airline ticketing, hotel reservations, payment of registration fees, and any other functions required for travel.
6. Use knowledge of computer and computer programs, including but not limited to, MS Office and SAP to maintain departmental records, data and correspondence and to produce and/or update presentations, reports, and pertinent documents relevant to the day-to-day operations and safety at each of WCS’ five parks.
7. Manage and prepare, as appropriate, EVP internal and external correspondence.
8. Prepare payroll for departmental personnel.
9. Maintain continuous record keeping for permanent departmental personnel regarding annual leave, earned, and sick time.
10. Order and maintain materials and supplies as required.
11. Sort incoming mail and prepare outgoing mail for distribution.
12. Maintain all files in an up-to-date fashion.
13. Prepare purchase requisitions and arrange payment for goods and services received.
14. Serve as a principal administrative contact and source of information for visitors, staff, and external inquiries at Administration East
15. Compiles and reviews various Z&A board updates from all five WCS parks.
16. Perform special assignments and prepare reports at the direction of the EVP. Perform related tasks and duties as required.
Internal Qualification Requirements
This person must be extremely organized and detail-oriented.
Must be professional and discreet in handling confidential information.
Must have strong verbal and written communication skills.
Technical proficiency and problem-solving skills related to IT support and troubleshooting, and cloud-based environments (web-based applications) is a plus.
Must be able to prioritize requests from internal and external parties that come to the office.
Equal Employment Opportunity Disclaimer
WCS is an equal opportunity employer, and the organization complies with all employment and labor laws and regulations that prohibit discrimination in hiring and ensures that candidates from all backgrounds are fairly and consistently considered during the recruitment process. We are dedicated to hiring and engaging in a diverse workforce. We are committed to cultivating an inclusive work environment and looking for future team members who share that same value. The organization provides equal employment opportunities for all qualified candidates.
The organization does not discriminate for employment based on gender, race/ethnicity, religion, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, caste, genetic information or any other covered status or characteristic protected by laws and regulations/and similar categories. It is everyone’s responsibility to ensure that we do not tolerate discrimination or harassment based upon a person’s membership in one of these protected categories in areas such as recruitment, selection, job assignment, supervision, training, promotions, promotions, job grading, transfers, termination, compensation, benefits, educational opportunities, WCS sponsored recreational activities and facilities. The organization complies with the spirit and intent of relevant local laws and WCS’s employment policies. Note that the salary offer will reflect the selected candidate’s individual experiences, skills and qualifications, internal equity, work location and country of work.
