Senior Executive Assistant - Temporary - San Diego Zoo Wildlife Alliance

San Diego Zoo Wildlife Alliance • Temporary • San Diego, California • 1w ago

HOW YOU WILL IMPACT OUR MISSIONThe Senior Executive Assistant provides high level administrative support to the CEO and COO, ensuring seamless executive operations. This role requires a high degree of independent judgment, discretion, and decision-making in handling executive communications, project management, and workflow coordination. This position reports to the Chief of Staff.WHAT YOU WILL DO

Provide direct administrative support to the CEO and COO, including managing complex calendars, coordinating appointments, and serving as a liaison with the executive team, team leaders, and external VIPs on scheduling and administrative matters. Anticipate needs and ensure the CEO/COO are well informed of upcoming commitments and responsibilities by gathering, drafting, and proofreading meeting details, agendas, correspondence, and reports, and recording accurate meeting notes when needed. Provide comprehensive administrative support to the executive office, including research, project coordination, reservations, and managing ad hoc requests. Prepare expense reports for executive office staff and assist in tracking shipments and materials to and from the executive office. Serve as the primary greeter for headquarters and executive offices, supporting the executive office while maintaining the utmost discretion and confidentiality. Independently plan, coordinate, and execute high-level meetings, engagements, and special events involving executive leadership and external stakeholders. Prepare and support materials for executive meetings and engagements, including developing presentations, briefing materials, executive summaries, and speeches. Operate, support, and train others on conference room A/V equipment in the building, and assist with meeting setup as needed. Support preparation and coordination of Board of Trustees materials and presentations, including assisting with the creation and organization of board-level content. Ensure proper record keeping, organizational systems, and policy compliance for executive documents, expenses, and agreements. Continuously evaluate and improve executive office procedures and coordinate office logistics, including safety coordination, office supply management, and other operational needs, to ensure efficiency and the smooth functioning of the executive office. Assist with planning and coordination of executive office travel, including building itineraries, coordinating schedules, and booking flights, hotels, and rental cars.

WHAT WE ARE LOOKING FORJOB EXPERIENCE

Minimum 5 years of experience providing executive-level or equivalent support, with experience in decision-making, project management, and customer service required. Exceptional travel arrangement experience with proven success working across multiple time zones required.

EDUCATION AND CERTIFICATIONS

Bachelor's degree in related field preferred.

SKILLS AND KNOWLEDGE

Proven experience in managing and overseeing critical executive functions. Ability to handle sensitive and confidential information with the highest level of professionalism and integrity. Exceptional verbal and written communication skills, with the ability to interact with executives, board members, and high-profile stakeholders. Ability to analyze situations, anticipate challenges, and independently develop solutions that align with executive priorities. Advanced proficiency in Microsoft Office Suite, project management tools, and executive-level reporting software. Positive attitude and energy, team-oriented, and a deep desire to learn are essential to success. Demonstrated ability to manage complex situations with a high level of tact and diplomacy. Must have superior organizational and time management skills with the ability to multitask and prioritize effectively.

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