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Chicago Zoological Society

Location: BrookfieldIL 60513 Document ID: A9444-07CZ Posted on: 2016-04-0404/04/2016 Job Type: Regular

Job Schedule:Full-time
2016-05-04
 

Executive Assistant

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 Chicago Zoological Society's Brookfield Zoo is known throughout the world as a leader in animal welfare and conservation, this venerable institution also serves as a potent economic engine, top tourism attraction and award-winning educational institution.

The Executive Assistant for the Conservation, Education and Training (CET) Group contributes to the success of the Chicago Zoological Society (CZS) by effectively managing and coordinating administrative functions for the Senior Vice President (SVP) of Conservation, Education and Training. The Executive Assistant also serves as an administrative liaison for CET Group and is responsible for developing, implementing and directing comprehensive programs to advance two institutional Centers of Excellence: the Center for Conservation Leadership and the Center for the Science of Animal Welfare.

The primary duties and responsibilities include the following:
  • Develop, monitor, reforecast and review the CET and Conservation Science Departments' annual operating budgets. Participate as a member of the Society's Budget Administration Team representing the CET Department. Work with managers and SVP to develop cost/benefit projections and prepare contracts with outside vendors based on established Society policies and procedures. Work with CET and Conservation Science managers, Development and Finance staff to ensure accurate grant budgets, grant expenditure tracking, reforecasting and reporting. Assist with administrative aspects for the procurement of grants, fundraising and donor cultivation.
  • Manage purchase order process for all areas of the Conservation, Education and Training and Conservation Science Departments. Enter and track purchase orders, issue and process petty cash expenditures, manage contracts and order and track office supplies for all CET and Conservation Science Programs. Generate, process and forward all travel forms for CET and Conservation Science staff to Finance personnel.
  • Serve as subject matter expert for the CET and Conservation Science staff related to the CZS time and attendance system. Answer questions from staff and provide appropriate direction and assistance. Attend training sessions related to time and attendance and keep all staff up to date on any system changes. Process payroll change notices. Approve electronic timecards and time off requests from SVP's direct reports as directed.
  • Provide administrative support to SVP, including but not limited to managing schedule and calendar, including all travel arrangements, international travel and logistics. Provide a high level of administrative and project support to SVP in assessing and responding to inquiries and requests for information. Anticipate the needs of the SVP and respond appropriately. Organize, coordinate and manage schedules, meetings, activities and appointments, assuring necessary materials and information are available. Provide administrative and clerical support, including but not limited to: composing and editing correspondence, word processing, schedule and calendar maintenance, preparation of information and reports, research, maintenance of required computer information and databases, follow-up work, and substantive special projects. Manage incoming calls, mail, and information for the SVP, including but not limited to: screening phone calls, mail and e-mails as well as coordinating personal visits. Assure accurate and timely reporting of pertinent information. Manage relationships with Management Team, Program Unit, Board of Trustees, Women's Board, CET Managers, volunteers and staff and help in developing reports, presentation and calendars for these audiences. Manage duties and action items for Senior Vice President's role in Management Team.
  • Serve as CET point person for Society-wide emergencies. As part of the Incident Response Team (IRT), perform duties of the Command Post Recorder to develop and maintain an accurate/detailed record of incidents and all information pertinent to the emergency. Assist Incident Commander as needed. Work with IRT and CET and Conservation Science managers to develop emergency plans and procedures. Update, maintain and train all CET staff and volunteers on emergency procedures.
  • Serve as Safety Representative for CET. Conduct monthly safety checks on all CET areas and reports to Safety Department. Report issues and create work orders as needed. Responsible for routine checks of all staff areas in order to anticipate maintenance issues. Field any emergency maintenance issues that arise.
  • Other related duties as assigned.


Position Requirements and Specifications
The requirements for this position include the following:
  • Associates Degree in Business or related field or equivalent combination of relevant experience and/or training.
  • Minimum five years directly relevant experience as an office assistant, administrative assistant or office manager or equivalent expertise gained through experience and/or academic training.
  • Computer proficiency with Microsoft Outlook, Word, PowerPoint and Excel required.
  • Excellent administrative and accounting skills. Ability to maintain dynamic and complex accounting systems and experience working with budgets.
  • Accurate typing.
  • Excellent proofreading skills. Ability to prepare standard business communications.
  • Good oral and written communication skills.
  • Detail oriented. Strong follow-up and follow-through skills.
  • Ability to meet critical deadlines and juggle multiple tasks simultaneously.
  • Strong interpersonal skills and professionalism. Ability to deal with all levels of staff both within and outside the organization.
  • Ability to establish strong working relationships and rapport with coworkers and others.
  • Excellent customer service skills and/or demonstrated ability to effectively work with the public.
  • 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 preferred qualifications include:
  • Experience with an accounting software such as Navision.
  • Experience with an electronic time and attendance system a plus.
  • Experience with other database packages such as Access a plus.
  • Multilingual ability, Spanish fluency a plus.


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

The Chicago Zoological Society is an Equal Opportunity Employer
     
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