Since the opening of Brookfield Zoo in 1934, the Society has had an international reputation for taking a cutting-edge role in animal care and conservation of the natural world. The Society is an active partner in wildlife protection programs around the world, including the Sarasota Dolphin Research Program, the world's longest-running study of bottlenose dolphins. We have pioneered the field of conservation psychology, the study of how people connect with animals and nature. We are able to reach so many audiences each year, including 2 million zoo guests engaged by unique exhibits and programs; some 250,000 schoolchildren, campers, and families who participate in award-winning science education programs; nearly 24,000 teachers who take part in our professional development workshops; and, diverse communities across Chicagoland. The animals at Brookfield Zoo are ambassadors to those in the wild. Through care and breeding and, in some cases, reintroduction to their natural habitat, we replenish nature many times over. Thanks to generous donations, thousands of animals representing 400 species receive state-of-the-art care through top-notch medical, husbandry, and nutrition programs. In fact, animal care technologies developed at Brookfield Zoo are employed in 165 countries.

The Executive Assistant to the Chief Advancement Officer ("CAO") is responsible for coordinating and managing a myriad of high-level, important tasks for a busy executive dealing regularly with important, high-level individuals. The position requires an experienced, polished individual who is highly professional in appearance and demeanor and who represents the CAO, the department, and the institution in a professional manner at all times.

A summary of the responsibilities include the following:

The Executive Assistant to the CAO provides a broad range of high-level administrative support to the Chief Advancement Officer/Senior Vice President of Institutional Advancement. This includes maintaining current and historical records/files for the Advancement Unit and CAO; assisting the CAO in assessing and responding to inquiries and requests for information from staff and external individuals or funnels appropriate information and requests to other Society staff for handling; and, anticipating the needs of the CAO and responding appropriately. You will organize, coordinate, and manage CAO's schedule, activities, and appointments, assuring necessary materials and information are available when needed; provide support, including but not limited to: composing and editing correspondence, schedule and calendar management, preparation of information and reports, research, maintenance of required computer information and databases, and substantive special projects. Furthermore, you will manage incoming calls, mail, and information, including but not limited to: screening phone calls, mail, and e-mails, coordinating personal visits, and drafting communications. You will assure accurate and timely reporting of pertinent information, manage expense reimbursements, respond on behalf of the CAO as appropriate. You will provide right-hand assistance in organizing and managing office operations and managing associated recordkeeping functions including the handling of a wide variety of confidential information. Moreover, you will arrange meetings handling all related logistics (Not limited to but including: scheduling and confirming participants, reserving rooms, arranging for necessary audio/visual equipment, materials, and information, advising others of arrangements and schedules as appropriate; preparing and distributing agendas; generating, transcribing, and distributing meeting minutes and other correspondence, materials and related activities as needed.) You will assure timely and accurate distribution of pertinent information from the CAO's office in writing, by telephone, and/or computerized media as required. You will work closely with CAO to support pertinent Board Committee functions for designated committees, including but not limited to: agenda formulation, creating and maintaining Board-related statistical reports, and minutes for the Development, Corporate Relations, and Planned Giving Committees; serve as point person and provides support for Board Legal Advisory Committee and for CAO for related activities; and, assist in the preparation of talking points for all other committees staffed by the CAO. Additionally, you will work closely with CAO providing needed support when critical incidents or crises occur; assisting with all needed support, coordination, communications and related activities as directed; manage or assist with special departmental projects as assigned and performs other related duties as requested; and, assist the Vice President of Conservation Funding Initiatives and Vice President of Membership when needed.

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

• Minimum Associates Degree in Business, Communications, Secretarial Science, or other directly relevant field or equivalent combination of training and/or experience required.


• Minimum five years comparable experience providing high-level support for a senior executive or equivalent experience
  required.


• Excellent organizational, proofreading, and prioritization skills required. Eye for detail and accuracy critical.


• Effective problem-solving abilities and sound, logical decision-making skills required.


• Strong interpersonal skills and busy savvy. Ability to deal effectively with all levels of staff and external individuals, including VIPs, required.


• Strong writing/composition skills, strong verbal communication skills, and strong, active listening skills. Excellent telephone etiquette required.


• Must be able to work calmly and effectively under pressure and meet critical deadlines.


• Must be able to work occasional extended hours: early mornings, evenings, and weekends.


• Able to maintain strict confidentiality of highly privileged information required.


• Computer proficiency with Microsoft Outlook, Word, and Excel required.


• Must communicate with sensitivity and have a strong customer service approach.


• Experience and/or ability to work and interact genuinely and effectively with diverse, multicultural individuals.


• 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/preferred requirements for this position include the following:

• Bachelors Degree in Business, Communications, Secretarial Science, or other directly relevant field or equivalent combination of training and/or experience desirable.


• Non-profit experience desirable.


• Shorthand or speedwriting a plus.


• Experience with database management, database reporting, and/or Raiser's Edge system a plus.


• Experience with 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.