Executive Assistant to CEO & Director of Administration Exempt

Position: Executive Assistant to CEO & Director of Administration (Full-Time, Exempt)
At Zoo Tampa at Lowry Park, we are seeking a highly trusted executive partner to serve as Executive Assistant to the CEO and Director of Administration. This role sits at the center of leadership, governance, and strategy-supporting the CEO, Board of Trustees, and Executive Leadership Team through sound judgment, discretion, and the ability to anticipate what's needed before it's asked.

This is a role for someone who thrives in complexity, values confidentiality, and brings calm, credible leadership to high-stakes environments.

Position Summary

Performs various administrative and leadership functions on behalf of CEO, including managing special projects in support of key Zoo priorities. Provides a credible and trustworthy leadership bridge to facilitate smooth communication between the CEO and all Zoo operating divisions and the Board of Trustees. The Executive Assistant/Director of Administration proactively anticipates critical needs and challenges and applies good solution-oriented judgment in a variety of situations, managing multiple priorities.

The Executive Assistant/Director of Administration acts independently on assigned projects, from conception to completion or hand-off, seeking input as required, and handles a wide variety of activities and confidential matters with discretion.

Who We Are

Zoo Tampa at Lowry Park is one of the most popular zoos in the southeastern U.S., with over 1.2 million visitors annually. We have grown to what now encompasses 56 acres of naturalistic wildlife habitats in a lush, tropical garden setting with wide-ranging activities. The Zoo, accredited by Association of Zoos and Aquariums (AZA), offers popular educational programming, fun recreational amenities, up-close animal encounters and engaging seasonal events for which it has won awards as one of the country's most family-friendly zoos.

Our mission is to rescue, rehabilitate and care for animals; create exceptional personalized experiences that connect people with wildlife and each other in fun, immersive ways.

Our vision is that everyone we touch is motivated to join us in taking action to protect and preserve wildlife.

Join us and become a part of creating unforgettable natural connections!

Essential Functions (including but not limited to):

Executive Assistant to the CEO

• Serves as primary liaison with Board of Trustees
  • Coordinates BoT and EC meetings with internal and external partners, prepares materials, maintains minutes
  • Assists with scheduling and coordination of Board committee and LPZEF meetings
  • Coordinates Trustee orientation
  • Maintains accurate and up-to-date records for Trustees of the Society, Directors of the Endowment, local, state, and federal governmental officials, and other constituents
  • Complies with applicable rules and regulations set in bylaws
  • Maintains content on Board portal
• Completes a variety of administrative tasks on behalf of the CEO
  • Offers confidential counsel to CEO
  • Composes and prepares correspondence that is sometimes confidential
  • Plans, coordinates and ensures the CEO's schedule is followed and respected; is both "gatekeeper" and "gateway"
  • Completes expense reports
  • Arranges travel plans, itineraries, and agendas; and compiles documents for travel-related meetings
• Serves as a representative on behalf of the CEO with community leaders and other key stakeholders on matters related to the CEO's programmatic priorities
• Builds relationships crucial to the success of the organization, and manages a variety of special projects for the CEO
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion
• Maintains discretion and confidentiality in relationships with all Trustees, Directors, and community leaders
• Assists with development of leadership succession plans, identifying competencies, gaps, and training resources
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated
• Represents the office of CEO in community events, public appearances and networking settings
• Schedules and attends leadership team meetings, takes minutes and distributes where appropriate, and initiates follow up on action items
• Facilitates cross-divisional coordination of travel
• Assists other departments as directed by the CEO
• Manages ZooVIP program
• Conducts all activities in alignment with AZA standards and guidelines, all relevant laws and regulations, safety standards, and standards that ensure animal welfare
• Other duties as assigned

Director of Administration

• Oversees/activates PMT and Zoo operating units:
  Support, Program, Green, GET, Safety
• Collaborates with CEO to identify and coordinate specialized trainings and professional development for high performing leaders
• Plans, initiates and directs recurrent training based on evolving institutional priorities as identified by CEO
• Coordinates legal affairs - Maintains updated legal specialist…