<p>Omaha Zoo Foundation</p> <p>Executive Assistant</p> <p>Job Title: Executive Assistant (Omaha Zoo Foundation)</p> <p>FLSA Status: Exempt</p> <p>Hours: Full-time</p> <p>Pay Rate: Range starts at $50,248/year</p> <p>Summary:</p> <p>The Executive Assistant to the CEO provides high-level administrative and operational support to the Omaha Zoo Foundation's CEO, ensuring efficient management of day-to-day responsibilities and smooth execution of organizational priorities. This role serves as a key point of contact for internal and external stakeholders, manages scheduling, communications, and board administration, and supports special projects and donor-related meetings as needed. In addition to supporting the CEO, this role brings a service mindset, anticipates needs before they arise, and takes pride in helping the entire organization function smoothly.</p> <p>Duties and Responsibilities/Essential Functions (include but not limited to):</p> <ul> <li> <p>Executive Support:</p> </li><li> <p>Provide comprehensive administrative support to the CEO including calendar management, scheduling, and coordination of meetings.</p> </li><li> <p>Screen visitors and calls requesting access to the CEO.</p> </li><li> <p>Assist with board meeting administration including Board Effect software, meeting minutes, and distribution of materials.</p> </li><li> <p>Plan and coordinate donor meetings, luncheons, and special engagements at the direction of the CEO.</p> </li><li> <p>Support preparation and execution of organizational events including fundraising and stewardship events outside regular office hours as needed.</p> </li><li> <p>Anticipate scheduling conflicts and resolve them proactively.</p> </li><li> <p>Plan and coordinate travel arrangements (flights, hotels, transportation, itineraries).</p> </li><li> <p>Work directly with CEO to support all aspects of their daily work routine.</p> </li><li> <p>Administrative & Office Support:</p> </li><li> <p>Serve as point person on exploratory conversations on donation intent to determine opportunities for major gifts.</p> </li><li> <p>Connect donors and prospects to appropriate solicitor.</p> </li><li> <p>Screen, prioritize, and respond to incoming calls, emails, and correspondence on behalf of the executive.</p> </li><li> <p>Coordinate scheduling and logistics for internal events including staff meetings, retreats, trainings, and other key gatherings.</p> </li><li> <p>Maintain physical and electronic records, including donor records, governance, tax documents, and other organizational documentation.</p> </li><li> <p>Collaborate with internal staff and external partners to coordinate projects, meetings, and plans.</p> </li><li> <p>Provide administrative support to the entire Foundation team as needed, contributing to a positive, collaborative office environment.</p> </li><li> <p>Document & Records Management</p> </li><li> <p>Maintain confidential and sensitive documents (contracts, HR files, financial records, donor records).</p> </li><li> <p>Organize both physical and digital filing systems for easy retrieval.</p> </li><li> <p>Assist in creating reports, tracking metrics, or preparing board packets.</p> </li><li> <p>Project & Task Coordination</p> </li><li> <p>Support special projects as assigned by the executive.</p> </li><li> <p>Track deadlines, action items, and deliverables to ensure projects stay on schedule.</p> </li><li> <p>Collaborate with other departments to ensure smooth workflow.</p> </li><li> <p>Communication & Coordination:</p> </li><li> <p>Serve as a professional liaison between the CEO, staff, donors, and external partners.</p> </li><li> <p>Maintains a collaborative, helpful approach while communicating capacity and timelines as needed to ensure requests are handled effectively.</p> </li><li> <p>Draft, proofread, and format correspondence, reports, and presentations.</p> </li><li> <p>Act as a liaison between the executive and internal/external stakeholders.</p> </li><li> <p>Ensure timely follow-up on action items from meetings and communications.</p> </li><li> <p>Assist in preparing materials, presentations, and communications for internal and external stakeholders.</p> </li><li> <p>Support smooth workflow by anticipating CEO needs and proactively managing administrative tasks.</p> </li></ul> <p>Knowledge, Skills, and Abilities:</p> <ul> <li>Exceptional organizational, written, and verbal communication skills. </li><li>Demonstrates a genuine willingness to support colleagues with day-to-day needs, bringing a helpful, pitch-in attitude. </li><li>Ability to collaborate effectively with internal teams and external stakeholders. </li><li>Strong attention to detail and ability to prioritize deadlines with accuracy. </li><li>Brings a cooperative spirit and readiness to assist teammates with routine tasks and shared responsibilities. </li><li>Proficiency with Microsoft Office 365 (Word, Excel, Outlook); experience with Salesforce or CRM systems a plus. </li><li>Ability to handle confidential information with discretion and professionalism. </li><li>Warm, professional demeanor with a positive and proactive approach. </li></ul> <p>Experience:</p> <ul> <li>Minimum of three years of experience in executive support, office administration, or comparable coordinating role. </li></ul> <p>Education:</p> <ul> <li>Bachelor's degree in business, nonprofit management, or a related field preferred; equivalent experience considered. </li></ul> <p>Work Environment / Physical Demands:</p> <ul> <li>The Omaha Zoo Foundation culture is collaborative, respectful, and hardworking. An everyone-pitches-in mentality is a must. We believe that every donation is impactful, building relationships with a variety of people is important, and genuinely appreciate those who give to advance the Zoo's mission. </li><li>Approaches requests with a supportive, solutions-oriented mindset, contributing to a culture where everyone ensures the work gets done. </li><li>Must be able to work evenings, weekends, and flexible hours to support events, board meetings, and special initiatives. </li><li>Requires professionalism, initiative, and the ability to work seamlessly with the CEO, staff, and leadership. </li></ul> <p>Travel Required:</p> <ul> <li>Minimal </li></ul> <p>Remote Work:</p> <ul> <li>This is to be determined with the department head and Omaha Zoo Foundation policy. </li></ul> <p>DISCLAIMER</p> <p>The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.</p> <p>The Omaha Zoo Foundation is an Equal Employment Opportunity Employer as defined by the EEOC.</p> <p>How to Apply</p> <p>Please apply on Paycom using this link: https://www.paycomonline.net/v4/ats/web.php/portal/77B425C21C6E28F6E3B0849B4A14F1B5/jobs/249068</p> <p>Omaha Zoo Foundation</p> <p>3701 S 10th St</p> <p>Omaha, NE 68107</p> <p>Visit our website</p>