Executive Assistant to the Chief Development Offcer

Executive Assistant to the Chief Development Officer Detroit Zoological Society | Royal Oak | Full-time | Posted Mar 13 General Description The Executive Assistant performs administrative and support service functions. This role requires anticipating and proactively addressing organizational, administrative, support, and clerical needs 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, follow through on issues in a timely manner, and ensure appropriate communication and follow-up. Prepare documents, reports and presentations with careful attention to detail and proofreading. These include, but are not limited to, communications in MS Word, Excel, PowerPoint and Outlook. Draft correspondence, reports, letters, invoices and other documents. Lead or assist in all facets of mailings, including coordinating or directly completing printing, packaging, postage and ensuring accurate and timely delivery methods. Locate and retrieve files, documents and reports in a timely manner. Maintain and enhance current filing systems. Coordinate logistics for donor meetings and tours, including parking, directions, room reservations, golf cart prep requests and reservations, work with appropriate team members to explore, arrange and confirm Life Sciences staff for animal encounters, arrange refreshments, and create and distribute event briefings and summaries. Schedule, organize, and arrange committee and other volunteer meetings. Participate in all facets of development-led special events, including planning, procuring and disseminating collateral materials, preparing nametags, confirming attendees, providing briefings, and in-person attendance to assist as needed. Prepare and send notices and materials to meeting participants. Assist the Senior Executive Assistant to the CEO and Board of Directors in the preparation and execution of board activities as requested. Arrange travel as needed and process reimbursements and payments. Track, order, and prepare payment for supplies and other procured items or services. Conduct budget reconciliation monthly. Prepare check requests and expense reports. Serve as a back-up for other roles in the department, including gift entry and report generation. Communicate and collaborate with others regarding administrative functions and activities. Provide assistance to other departments as requested. 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. 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, appropriate and professional manner. Understanding of working within protocols and procedures. Able to establish and maintain effective working relationships with internal and external contacts. Experience collaborating across functions to achieve stated outcomes. Proven ability to work with confidential, time-sensitive and restricted information. Able to multitask 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. Experience working with collateral materials that require brand identity compliance and quality standards. Excellent calendar management skills, including the coordination of complex meetings. Strong knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint and related software programs. Experience with CRM databases. Preferred Associate's degree in a related field. Experience in a non-profit organization. Office management experience. Working Conditions The regular work schedule may include weekends, occasional evenings, and early mornings. The work environment is generally comfortable, and most work is indoors, though the position may require occasional outdoor work. The Executive Assistant will have exposure to computer monitors, fluorescent lighting, and other building elements, as well as 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. Just as we value and celebrate biodiversity, the DZS celebrates the diversity of our human community. We are committed to ensuring that our programs and facilities are fully accessible to create a welcoming and inclusive workplace for all. #J-18808-Ljbffr SupportFinity™