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Executive Assistant

Posted: 02/11/2025
Administrative, Support & Clerical

POSITION DESCRIPTION:
Under general supervision, the Executive Assistant supports the Chief Executive Officer in daily operations. This position also acts as a liaison to the Zoo & Aquarium’s Board of Directors, coordinating various Board activities and meetings. The Executive Assistant also supports other Zoo directors and staff as needed, performing various administrative tasks within the Zoo’s Administration office.
 
 
POSITION DUTIES & ESSENTIAL FUNCTIONS:
Duties
Percentage
Supports and assists the Chief Executive Officer in daily operations, including:
  • Coordinating and managing CEO’s calendar and appointments.
  • Acting as liaison with zoo staff, board members, public, City and Parks Department staff, professional peers and members for CEO.
  • Coordinating travel arrangements.
  • Preparing expense reports.
  • Monitoring email, mail, and phone calls.
  • Preparing responses to email, phone calls, and other correspondence.
70%
Manages Board of Directors relations, including:
  • Preparing annual calendar of board events, including scheduling and coordinating monthly board meetings, as well as various board committee meetings and annual events.
  • Taking and transcribing minutes of all board meetings and ensuring proper filing and documentation for audit purposes.
  • Preparing yearly calendar of committee and board meetings.
  • Preparing various correspondence for Board Chair’s approval.
  • Preparing and maintaining Board directory, handbook, and other documents.
  • Ensuring and maintaining confidentiality of Board, Executive Committee and other zoo information.
  • Scheduling and preparing materials for Board orientation.
20%
Supports other Zoo directors and staff as needed, including:
  • Taking minutes and preparing reports for various director and Zoo wide meetings.
  • Assisting with travel arrangements for staff.
  • Performing various administrative tasks within Zoo administration office, such as filing, supply orders, etc.
  • Assisting with various Zoo-wide events and supporting other departments, as needed.
10%
*This position may at times be requested to perform other duties or special projects as assigned, which are in the best interest of the Kansas City Zoo & Aquarium.
 
*All employees must be able to perform the essential functions of this position satisfactorily and, upon request, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
 
 
MINIMUM QUALIFICATIONS:
  • EDUCATION & FORMAL TRAINING:
    • High school diploma or equivalent preferred.
  • EXPERIENCE:
    • At least 5 years’ experience in administrative or executive assistant role required.
    • Prior experience working with a Board of Directors preferred.
    • Strong computer skills, including Microsoft Office, preferred.
    • Ability to represent the company in a professional and positive manner.
    • Great attention to detail, flexibility, and time-management skills.
    • Strong verbal, written, and interpersonal communication skills.
  • OTHER MINIMUM REQUIREMENTS:
    • Must have valid driver’s license.
    • Must be able to work a flexible schedule as business needs dictate, which could include occasional weekend, evening, and holiday hours, in all weather extremes.
    • Must pass a background and drug screening.

Job Type: Full Time

Executive Assistant
Kansas City Zoo & Aquarium