Detroit Zoological Society
  • CFO
  • Royal Oak, MI, USA
  • Hourly
  • Part-time

The Executive Assistant assists the Chief Financial Officer by performing administrative and support service functions.  Anticipates and facilitates organizational, administrative, support and clerical needs in order to contribute to the effective operation of the office.  Incumbents in this classification assist in coordinating, monitoring and implementing administrative and clerical activities and have primary responsibility for completion of assigned tasks and perform related work as required. In addition to supporting the Chief Financial Officer, he/she will back up and assist the Executive Assistant to the CEO as needed.

The Executive Assistant will support, both publicly and privately, the principles of the Detroit Zoological Society.  He/She will support and enhance a clean, safe, enjoyable, and educational experience at the Detroit Zoo facilities by actively engaging in the enforcement of Customer Service Standards, and specifically by knowing and understanding the Detroit Zoological Society's "SCOPE" of service, animal care, community relations and park appearance guidelines; by enforcing safety and security policies, and following all other policies set by the organization. The Executive Assistant will maintain a professional manner when dealing with all constituencies and always preserve a high level of integrity, professionalism and confidentiality.

This job description is by no means all-inclusive and may be subject to change during a performance period due to the needs of the Detroit Zoological Society and its leadership.  This document will be reviewed on a continual basis and will be modified as needed.

Authority and Accountability

The Executive Assistant has the authority to carry out the job requirements and responsibilities and is accountable to the Chief Financial Officer.

Principal Duties and Responsibilities

  • Assists the Chief Financial Officer in various operational functions.
  • Provides back up for the Executive Assistant to the CEO.
  • Prioritize and manage multiple assignments simultaneously and follow through on issues in a timely manner.
  • Schedules and arranges meetings, correspondences, meeting minutes, interviews, and other appointments.
  • Interacts with other Executive Assistants to ensure coverage, communication and coordination of work.
  • Send notices of all upcoming meetings to respective members.
  • Documentation and preparation of reports including proofreading documents, computer printouts and other materials.
  • Locates and retrieves files, documents and reports in a timely manner.
  • Maintain current filing systems, including correspondence and other records.
  • Prepare correspondence, reports, letters and other documents.
  • Create drafts of correspondence and other communications.
  • Copies and distributes other materials.
  • Communicates and interacts with others regarding administrative functions and activities.
  • Resolve routine problems in person, by phone or through correspondence with others.
  • Arrange travel schedule and reservations as needed.
  • Prepares expense reports for the CFO and submits to the accounting department for payment.
  • Operate various office equipment.
  • Performs other related duties and assignments as requested.
  • Participates in meetings and Society events as necessary.

 Working Conditions

Regular work schedule may include weekends or may be required to work occasional evenings, weekends 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

The individual must have the ability to perform the essential functions of the job satisfactorily.  Requires moderate physical effort on a daily basis which includes walking, bending, stooping, lifting, sitting and standing for an extended period.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

Knowledge, Skills, and Abilities

Minimum

  • Completion of two years of college-level coursework in business or a field related to the work
  • Must have 5+ years of recent and progressive executive assistant experience working for senior level executives
    • OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above
  • Must have experience supporting a top executive in a medium sized organization working with a Board of Directors
  • Excellent interpersonal and customer service skills; able to work with Board, Executive and Senior Leaders in an effective and professional manner; able to establish and maintain effective working relationships with professionals and support staff
  • Resourcefulness and commitment to do what it takes to execute tasks well
  • Must be very accurate, confidential and dependable
  • Expert level written and verbal communication skills
  • Proven ability to work with confidential, time sensitive and restricted information
  • A high degree of professionalism, integrity, and discretion is required
  • Must be multi-task oriented with the ability to take on new task/projects with short notice; must have strong decision making ability, attention to detail, and outstanding follow-through
  • The ability to work independently without significant assistance or direction is a must
  • Strong working knowledge of Microsoft Outlook to administer schedules and arrange meetings, interviews and other appointments for the CFO
  • Excellent calendar management skills, including the coordination of complex meetings
  • Strong knowledge of the Microsoft Office Suite
  • Must possess good analytical ability in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
  • Ability to ensure that manual and computer files are maintained
  • Experience scheduling travel arrangements
Preferred

 

  • Experience in a non-profit organization is helpful
  • Office management experience

This is a part-time position, averaging 24 hours per week. Hours per week may increase based on special projects.

Salary requirements, resume and cover letter must be submitted to be considered for this position.

Detroit Zoological Society
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