Buffalo. Executive Assistant to The President/CEO. The Buffalo Zoo. Full Time. Benefits.

Basic Purpose and Responsibility Reporting directly to the President/CEO, the Executive Assistant is responsible for providing administrative support to the Buffalo Zoo President/CEO, Board of Directors, and the Zoos executive/senior leadership team. The ideal candidate must have a minimum of 5-years experience supporting C-Level Executives. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President/CEO. The Executive Assistant organizes and coordinates executive outreach and internal/external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working for an organization that is mission driven, results driven and community oriented. The ideal candidate is proactive, detail-oriented, and capable of handling sensitive information with discretion. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities.

See the whole job description and benefits here: https://buffalozoo.org/about/#careers

How to Apply To apply, please send Resume and Cover Letter in Word document or PDF by email no later than 3/21/2025 to: buffalozoojobs@buffalozoo.org No telephone calls please. Position open until filled.

Essential Functions The Buffalo Zoo reserves the right to revise or change job duties and responsibilities as the need arises.

Office of the President/CEO - Executive Support - Provide direct administrative support to the President/CEO, including organizing, prioritizing, and maintaining the effectiveness of the Executive Office, President/CEOs tasks and responsibilities, and portraying a positive and professional image. - Manage the President/CEOs calendar, including scheduling meetings, appointments, events, outreach activities, and make travel arrangements as necessary. Support the President/CEO at public events and appearances as needed. - Prepare, proofread, and edit talking points, letters, documents, reports, presentations, correspondence, and other communications. May review legal documents including contracts, grant applications, and government communications. - Coordinate the AZA Accreditation application process in years the application is due (5-year cycle). - Coordinate special projects and initiatives as directed by the President/CEO. - Act as a liaison between the President/CEO and internal/external stakeholders, including Zoo staff, Board members, donors, and partners. Develop rapport and regular communication with the staff and advancement teams of donors, Board members, dignitaries, public figures, and elected officials.

Meeting Coordination - Organize logistics for meetings and events, including room reservations, room seating/arrangements, agenda preparation, AV setup, and ordering/overseeing food/beverages setup. - Attend meetings with the President/CEO and/or Senior Leadership, taking notes, recording minutes, and ensuring follow-up on action items. - Provide hospitality for guests of the President/CEO and/or Senior Leadership, creating a welcoming environment.

Board Support - Provide administrative support to the Board of Directors, including scheduling meetings, drafting agendas, and preparing materials. - Record and distribute meeting minutes (both full Board and Committee meetings), ensuring compliance with bylaws and organizational policies. - Maintain updated Board rosters and track meeting attendance.

Required Education/Experience: -5 years experience supporting C-Level Executives, preferably in a nonprofit or similar environment. -Associate or Bachelors degree in Business Administration or related major.

See more job requirements https://buffalozoo.org/about/#careers