Administrative Assistant - Marketing and Communications/People and Culture
Description
JOB SUMMARY
The Administrative Assistant provides support to the Vice President of Marketing and the Vice President of People & Culture, and their teams. This role ensures smooth day-to-day operations by managing calendars, coordinating meetings, managing expense reports, preparing communications, booking travel, and supporting departmental projects. We’re looking for someone who can provide critical support, as well as other administrative duties as requested by various executives.
SPECIFIC DUTIES AND RESPONSIBILITIES
Executive & Departmental Support
• Manage scheduling for external and internal meetings across Marketing, People & Culture, and Zoo-wide teams.
• Prepare agendas, capture notes, and track deliverables from team meetings, cross-functional meetings, Employee Advisory Council (EAC) initiatives, and other meetings as needed.
• Assist with drafting, reviewing, and distributing internal communications; contribute content to newsletters, announcements, and cross-departmental correspondence.
• Assist in preparing presentations, reports, and other materials for internal meetings, board committees, and external stakeholders.
• Provide administrative support for expense reporting, invoice tracking, and budget reconciliation processes.
• Coordinate travel arrangements and itineraries for conferences, offsite meetings, and professional development.
• Act as liaison between supported executives, their direct reports, and cross-departmental teams to facilitate collaboration and communication.
• Assist the Executive Assistant to the CEO with preparation and logistics for Board and Committee meetings as requested.
• Manage scheduling for external and internal meetings across Marketing, People & Culture, and Zoo-wide teams.
• Prepare agendas, capture notes, and track deliverables from team meetings, cross-functional meetings, Employee Advisory Council (EAC) initiatives, and other meetings as needed.
• Assist with drafting, reviewing, and distributing internal communications; contribute content to newsletters, announcements, and cross-departmental correspondence.
• Assist in preparing presentations, reports, and other materials for internal meetings, board committees, and external stakeholders.
• Provide administrative support for expense reporting, invoice tracking, and budget reconciliation processes.
• Coordinate travel arrangements and itineraries for conferences, offsite meetings, and professional development.
• Act as liaison between supported executives, their direct reports, and cross-departmental teams to facilitate collaboration and communication.
• Assist the Executive Assistant to the CEO with preparation and logistics for Board and Committee meetings as requested.
Marketing & Communications Support
• Maintain departmental calendars, planning documents, and project trackers to support marketing and strategic planning oversight of campaigns and Zoo events.
• Support advertising and digital campaign reporting by gathering and populating tracking documents with metrics.
• Assist with conference and event planning logistics, including registration, travel, and vendor coordination.
• Maintain departmental calendars, planning documents, and project trackers to support marketing and strategic planning oversight of campaigns and Zoo events.
• Support advertising and digital campaign reporting by gathering and populating tracking documents with metrics.
• Assist with conference and event planning logistics, including registration, travel, and vendor coordination.
People & Culture Support
• Help organize HR-related events such as trainings, recognition programs, team-building activities, and other culture-building initiatives.
• Coordinate in-park discovery sessions and ensure timely follow-up on action items.
• Support community engagement initiatives by monitoring Smartsheet requests, tracking opportunities, and coordinating follow-ups.
• Assist with annual reporting and compliance by maintaining data collection processes, organizing digital files, and preparing documentation.
• Help organize HR-related events such as trainings, recognition programs, team-building activities, and other culture-building initiatives.
• Coordinate in-park discovery sessions and ensure timely follow-up on action items.
• Support community engagement initiatives by monitoring Smartsheet requests, tracking opportunities, and coordinating follow-ups.
• Assist with annual reporting and compliance by maintaining data collection processes, organizing digital files, and preparing documentation.
QUALIFICATIONS
• High school diploma required; college degree preferred.
• Experience in marketing, agency, nonprofit, conservation, or cultural organizations preferred.
• Experience working with advertising agencies, marketing team, clients, vendors is a plus.
• Strong, established experience supporting executives; non-profit board experience is a plus.
• Exceptional proficiency in English grammar, spelling and writing composition; excellent skills composing, formatting and accurately producing a variety of correspondence, reports, meeting minutes and other records using MS Office Suite.
• Strong proficiency with Microsoft Suite specifically MS Outlook, Word, PowerPoint, and Excel.
• Experience with project management planning tools is a plus. (e.g., Wrike, Asana, Workfront, Microsoft Project, Smartsheets, etc.).
• A positive, can-do attitude for problem resolution.
• Capable of working independently as well as being part of a team.
• Exceptional organizational and time management skills with attention to detail.
• Able to work calmly under pressure, juggle multiple tasks & projects simultaneously, and make quick decisions in a fast-paced environment while maintaining a pleasant attitude.
• High degree of adaptability. Must be able to shift priorities seamlessly while remaining efficient and effective.
• Effective and efficient communicator both in writing and orally.
• Demonstrated ability to maintain confidentiality and decorum.
• Must be polite and professional and able to establish and maintain an effective rapport with all levels of management, employees, and zoo guests.
• Must be able to follow oral and written instructions, be flexible, self-motivated, and a team player with good observational skills.
WORK ENVIRONMENT
• Must be able to work a flexible schedule, including occasional evenings, weekends and holidays, as needed.
• Ability to work in an office setting with some outdoor work required for events and team support.
• Ability to exert light physical effort in sedentary to light work. This may involve some lifting, carrying, moving, pushing, and/or pulling of objects/materials of light weight (15-20 pounds). Some climbing on ladders or over obstacles may be required, as well as using light power tools for installation of signage (drills, impact drivers). Tasks may also involve significant periods of standing or walking outside during events and photo shoots, as well as during event set-up or break-down times.
• Must be able to follow oral and written instructions.
• Must have a valid driver’s license with reliable transportation