Chicago Zoological Society's Brookfield Zoo is known throughout the world as a leader in animal welfare and conservation but the institution is also Illinois' most popular cultural attraction.* Our beautiful park like setting has an amazing 216 acres of meticulously landscaped grounds, the Discovery Center and Pavilions provide indoor and outdoor event facilities, delicious food options at three major restaurants, and over 20 different animal exhibits. * Brookfield Zoo is the most popular cultural attraction in the state of Illinois that actively monitors its attendance.

The Administrative Assistant, Capital Projects and Plant and Facilities Administration is responsible for providing administrative support to the Plant and Facilities Department ("P&F") to assure the departmental operations run smoothly and efficiently. The primary responsibilities include the following:

• Provide administrative support for all P&F capital projects.
• Work with Project Managers to generate requests for proposals, requests for information, project scope, construction documents, notice to proceed, schedule bid openings and bid documents for all capital projects.
• Attend project meetings as assigned and gathers notes and maintains project files.
• Categorize, and facilitate the storage of all capital project paper and electronic documents.
• Oversee, record and store all the P&F contractor and vendor List, certificate of insurance, and certified payroll information for all Society capital projects.
• Maintain and coordinate all capital project schedules, building closure/refresh/annual cleaning and deferred maintenance lists and planning calendars.
• Assist in the development of an Asset Management Software System to track and forecast future maintenance projects for the Society.
• Provide back-up support to the P&F group in the absence of the Administrative Support Manager, Administrative Assistant or Executive Assistant.
• Assist and participate constructively in all group and departmental activities, including meetings, special projects, and non-routine and/or emergency assignments. Record and transcribe notes from department meetings as assigned.
• Provide support for other P&F administrative functions as needed.

Position Requirements and Specifications
The requirements for this position include the following:

• Associate's Degree in Business Management, Accounting or related field or equivalent combination of related training and/or experience required.
• Three years of both administrative office experience and construction or facilities purchasing required.
• Proven ability to assume an increasing level of responsibility and independence essential.
• Computer proficiency with Microsoft Outlook, Word, and Excel required. Experience with database packages essential.
• Ability to use number key pad for data entry.
• Ability to work as part of a team and take initiative.
• Excellent organizational skills required.
• Strong interpersonal skills needed. Ability to deal with all levels of staff and guests both within and outside the organization essential.
• Must possess effective problem-solving abilities, sound, logical decision-making skills.
• Must be able to effectively prioritize work and have an eye for detail and accuracy.
• Ability to work with little or no direct supervision.
• Experience and/or ability to work and interact effectively with a diverse, multicultural audience.
• Valid driver's license required. Illinois residents must possess a valid Illinois license within 90 days of hire. Valid out-of-state license required for out-of-state residents.

The desirable qualifications include the following:

• Knowledge of PowerPoint and other office software packages preferred.
• Multilingual ability, Spanish fluency a plus.

Additional Information
The Chicago Zoological Society is an Equal Opportunity Employer / Affirmative Action Employer - Minorities / Women/ Veterans / Disabled.