International Association of Administrative Professionals (IAAP)

Administrative Assistant (Seasonal)

Chicago Zoological Society
Brookfield, Illinois (on-site)
30+ days ago

Description

The Chicago Zoological Society's mission is to inspire conservation leadership by engaging people and communities with wildlife and nature.

Since the opening of Brookfield Zoo in 1934, the Society has had an international reputation for taking a cutting-edge role in animal care and conservation of the natural world. Today, there is an increasing need for conservation leaders to guide, teach, and motivate people to protect the world’s threatened wildlife and ecosystems. In addition to conservationists, the Society inspires and engages children, students, teachers, and others among the general public to make a positive impact on the natural world around them. By working at Brookfield Zoo, you will make a meaningful difference by supporting a mission-based organization that takes PRIDE in everything we do. 

The Administrative Assistant, President’s Office contributes to the success of the Chicago Zoological Society by providing a full range of high-level administrative support.

Primary duties and responsibilities: 

  • Provides a broad range of high-level administrative support to the President’s Office. Anticipates the needs of the leadership staff and responds appropriately.  Organizes, coordinates, and manages leadership staff’s schedule, activities, and appointments, assuring necessary materials and information are available when needed.  Responds on behalf of department as appropriate.  Handles a wide variety of confidential information. 
  • Arranges meetings and handles all related logistics. Schedules and confirms participants, reserves rooms, arranges for necessary audio/visual equipment, materials, and information, advising others of arrangements and schedules as appropriate.  Assists in the preparation and distribution of agendas, and other correspondence, materials and related activities as needed.
  • Assures timely and accurate distribution of pertinent information from the President’s Office in writing, by telephone, and/or computerized media as required.
  • Supports the Director, Board Relations and Executive Assistant, President’s Office when needed. Assists with special departmental projects as assigned.
  • Supports and attends special events organized and hosted by President’s Office.
  • Represents the Society and President with the highest level of professionalism at all times.
  • Assists with maintaining clean and neat appearance of all areas of the President’s office, including but not limited to conference rooms, kitchen, etc.
  • Other special department projects and duties as assigned.


Requirements

  • High school diploma or (GED) equivalent required.
  • Good organizational and analytical skills required.
  • Strong communication, teamwork, interpersonal, and customer service skills required.
  • Eye for detail, completeness, and accuracy.
  • Ability to work effectively under pressure, meet deadlines and proactive and innovation solutions as problems arise. Effective problem-solving abilities and sound, logical decision-making skills required.
  • Strong interpersonal skills and business acumen. Ability to deal effectively with all levels of staff and external individuals, including VIPs, required. Must communicate with sensitivity and have a strong customer service approach.
  • Ability to handle multiple priorities quickly and accurately with a positive attitude.
  • Computer proficiency with Microsoft Office: Outlook, Word, PowerPoint, and Excel and other office software package.
  • Strong writing/composition skills, strong verbal communication skills, and strong, active listening skills. Excellent telephone etiquette required.
  • Able to maintain strict confidentiality of highly privileged information required.
  • English fluency at full professional proficiency required.
  • Cultural competency; experience and/or ability to work and interact genuinely and effectively with diverse, multicultural individuals.
  • Must be able to work non-standard work hours and attend events outside of the park as needed. Available early mornings, evenings and weekends are expected.  
  • Valid driver’s license required at time of hire. Illinois residents must possess a valid Illinois driver’s license or obtain one within 90 days of hire.  Valid out-of-state driver’s license is required for out-of-state residents.

The preferred qualifications:

  • Prior work or volunteer experience with CZS preferred.
  • Associate’s Degree in Business, Communications, Secretarial Science, or other directly relevant field or four (4) years of equivalent experience.
  • Prior clerical experience in an office setting highly preferred.
  • Experience with database management systems, database reporting, and/or Raiser’s Edge. Basic knowledge of Raiser’s Edge is a plus.
  • Familiarity with scheduling appointments with Microsoft Outlook or similar calendaring systems.
  • Non-profit experience desirable.
  • Shorthand or speedwriting a plus.
  • Multilingual ability, Spanish fluency a plus.

Additional Information:  This position description summarizes the primary duties and functions of this position, but should not be considered a complete listing of every duty the incumbent may ever be called upon to perform.  Requires an experienced, polished individual who is highly professional in appearance and demeanor and who represents the department, and the institution in a professional manner at all times. Deals regularly with important, high-level individuals.  Position requires an intelligent, dedicated individual capable, and committed to providing the necessary level of support for the President’s Office.  Must be proactive, persistent, and helpful. Must be able to work effectively and manage multiple projects and priorities in a fast-paced environment.  Incumbent is required to gain a solid understanding of the organization, and its mission, vision, values, operating philosophies, and how the President’s Office contributes to the organization’s success.  Must be highly flexible and adaptable, have a strong work ethic, and be highly tactful and professional at all times.  Incumbent must enjoy a challenge, be passionate about quality, accuracy, professionalism, and have a commitment to excellence.  This is a seasonal, temporary part-time administrative support role averaging approximately 20 hours a week.

The Chicago Zoological Society is an Equal Opportunity Employer.

Workplace safety is the Chicago Zoological Society’s top priority.  We require all employees to be fully vaccinated for COVID-19 unless they request and receive a religious or medical exemption.  New hires must have at least received their first vaccine dose prior to their start date and must test weekly until fully vaccinated. If fully vaccinated, new hires must receive the first booster, if due, within 30 days of their start date.

If interested in being considered for this opportunity, please visit the CZS Career Center to obtain more details about the position and to apply by submitting your profile.  Please visit our website at www.czs.org/careers.  Please use the Advanced Search feature to look for requisition number 2386BR.

Job Information

  • Job ID: 65576234
  • Workplace Type: On-Site
  • Location:
    Brookfield, Illinois
  • Company Name For Job: Chicago Zoological Society
  • Position Title: Administrative Assistant (Seasonal)
  • Industry: Non-Profit / Charity
  • Job Function: Admin/Clerical/Secretarial
  • Job Type: Temporary
  • Job Duration: Indefinite
  • Min Education: H.S. Diploma/Equivalent
  • Required Travel: None
Non-Profit / Charity
Brookfield , Illinois , United States

The Chicago Zoological Society has a wide variety of exciting employment opportunities available. If you are interested in working for a world-class organization that is dedicated to conservation, then Brookfield Zoo is the place for you. The Chicago Zoological Society employs almost 450 full-time employees and, for the busy summer season, hires 1,000-1,200 seasonal workers. A talented staff and wide variety of skills, backgrounds, and talents are required to operate the zoo every day of the year. We have a wide variety o...

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