Executive Team Assistant [Friends of the National Zoo, Washington, DC]

Description

Friends of the National Zoo (FONZ) is a 58-year old nonprofit organization that exists to support the Smithsonian’s National Zoo.  FONZ’s mission is to save species and save us by enriching visitor experiences, delivering transformational member and guest experiences and events, providing active volunteer and public education programs, supporting the Zoo’s long-term financial sustainability, and building public awareness and support for the Zoo’s conservation mission.

The Executive Office is seeking an assistant to assist the Executive Office Team with administrative duties.  The Team Assistant will work on his/ her own initiatives with routine instruction and guidance.  The Team Assistant will exercise the utmost tact and has a professional demeanor while working well under pressure.

Responsibilities include but are not limited to:

• Provide support to the Executive Team, to include screening telephone calls, scheduling meetings, travel arrangements, coordination of events, meetings, and conferences, financial record keeping, drafting and editing various documents/correspondences, and sorting incoming mail.
• Perform routine clerical duties, such as typing, faxing, copying and other tasks as needed in accordance with standard office procedures.
• Sort, read and prioritize and keep abreast of correspondence and email. Determine distribution to Executive Office or others, and prepare response for signature.
• Create and develop diagrams, charts, spreadsheets, power point or other graphic presentations.
• Answer telephones, assisting callers and/or transferring callers to the appropriate party.
• Greet and assist visitors to the Executive Office.
• Organize appointments for the Executive Team and maintain daily, weekly, and monthly schedules.
• Track and follow up projects and assignments.
• Prepare information and materials for meetings.

• In meetings where you’re asked to be the lead note keeper, prepare meeting summaries and action plans and communicate assignments.
• Ensure issues brought to the Executive Office’s attention have been adequately researched, analyzed and alternative solutions identified and explored. Ensure all concerned have concurred or otherwise commented.
• Participate in special projects and inquiries, which may be of a high priority in which the Executive Office has an immediate interest. Independently, or in conjunction with staff, ensure issues are identified, reference materials are assembled, and the basis for Executive Office’s action completed.
• Handle all requests for supplies and equipment in accordance with the budget
• Act as a liaison with other departments and handle confidential and non-routine information.
• Manage VIP tours, including conducting tours as needed.

• Perform other duties as may be assigned.

Qualifications:

• College Degree Preferred
• At least five-years in an office environment
• Be able to work independently with minimal instruction and guidance
• Use diplomacy and discretion in daily contacts
• Build rapport and network effectively both inside and outside of the organization
• Demonstrated ability to communicate professionally at all levels of the organization

• Excellent organizational and follow-up skills
• Demonstrated ability to prioritize amongst multiple, conflicting priorities
• Excellent oral and written communication and organizational skills
• Proficient knowledge of MS Word, Excel, PowerPoint
• Effective decision-making skills
• Ability to work core 9am to 5pm M-F schedule with flexibility to work extra hours including evenings, weekends, and special events as necessary
• Valid driver’s license with clean Motor Vehicle Record

All interested applicants may apply at www.fonzjobs.com

As an equal opportunity employer, FONZ values workplace diversity.