Executive Assistant

Applications are being accepted for a full-time Executive Assistant to join the Fort Wayne Zoo team.

This is a full-time position requiring availability for a 40-hour work week year-round. Full-time benefits include Health Insurance, Life Insurance, Long-Term Disability Insurance, 403b Plan, 403b Matching, Employee Assistance Program, Paid Days Off, Paid Holidays, Paid Health & Wellness Days, and Paid Parental Leave as well as optional Dental, Vision, Life, and Pet Insurance Programs. All team members receive Team Member Perks such as a free Staff Membership, concessions and retail discounts, development opportunities, and appreciation programs.

Final date to receive applications:
July 24, 2026

The Executive Assistant provides administrative, organizational, and logistical support to the Executive Leadership Team, assisting with document preparation, calendar appointments, meeting setup, purchase orders, travel coordination, and additional clerical functions. This position also organizes Zoo-wide purchasing and assists with additional support tasks and projects as assigned. This position also strives to embody the Zoo’s values at all times, contributes to positive guest experiences, and performs other duties as required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assists with organization of calendars, mail, and support for the Executive Leadership Team.
• Organizes schedules and supporting materials for internal communication meetings, including Compass, Course, and Craft; assists with coordination of additional meetings, chats, and speakers.
• Coordinates internal and external meeting scheduling for the Executive Leadership Team.
• Coordinates meeting logistics for various staff and business meetings; ensures rooms are set up, organized, and appropriate technology is available; orders catering as needed.
• Manages Zoo-wide room reservation calendars.
• Coordinates travel logistics and registrations for Executive Director and Vice Presidents as needed; gathers and organizes travel plans as needed.
• Assists the Executive Director and Vice Presidents with various administrative projects and documents; creates, formats, and/or finetunes Word, Excel, and PowerPoint files for presentation or distribution; prepares letters, documents, and cards for distribution or mailing.
• Assists with organizing, preparing materials, and attending Board of Directors and committee meetings as needed.
• Coordinates Zoo-wide purchasing, including creation of POs, receipt of leader authorization and approval, and verification of required quotes; pushes approval flows and logs work order purchases on
• Collects and tracks Manager on Duty reports.
• Assists with preparation of the Dashboard, including attendance, budget, sales, and retention.
• Supports the Animal Health and Care teams with submitting and tracking orders, forms, submissions, and payments; maintains laboratory Information.
• Processes credit card receipts for the Executive Director and Vice Presidents as needed.
• Assists the Executive Director with the department budget.
• Coordinates radio and social media tickets, Zoo calendars, and gift package mailing.
• Assembles and updates assigned resources, including weekly morning announcements, calendar one sheets, phone list, gate map, and team member photos.
• Assists with the Zoo Excellence team member recognition program and engagement activities as needed.
• Coordinates team member birthday cards; purchases supplies and items as appropriate.
• Submits annual AZA benchmarking data through the AZA member website.
• Answers external phone calls coming into the Administration Office.
• Maintains organization and presentation of common office areas, including mailboxes, lobby, and kitchenette; orders products as needed; receives and distributes daily mail.
• Assists with organization of office supplies and communication of order needs.
• Performs various administrative duties as assigned and cross trains on other administrative office functions to…