Executive Assistant (Full-Time)

About the role

The Cleveland Zoological Society (CZS) is seeking an accomplished, highly organized and relationship-focused Executive Assistant to provide high-level support to the Chief Executive Officer, Vice President of Philanthropy and Board of Directors. This is more than a traditional administrative role. The Executive Assistant serves as a trusted partner to the CEO and an important connection point among CZS leadership, the Board of Directors, donors, Cleveland Metroparks Zoo, Cleveland Metroparks and key community stakeholders. The Executive Assistant will help leadership stay focused on the organization's highest priorities by anticipating needs, coordinating complex schedules and projects, facilitating effective Board operations, and ensuring important commitments and communications move forward. The ideal candidate enjoys being at the center of a mission-driven organization, can manage multiple priorities with confidence and discretion, and takes pride in creating order, anticipating needs and building strong professional relationships.

Responsibilities

• Provide confidential, accurate and timely executive support to the CEO and Vice President of Philanthropy, including complex calendar management, meeting coordination, correspondence, scheduling and preparation for meetings, events and donor engagements.
• Proactively manage incoming requests and competing priorities, helping ensure the CEO's time and attention remain focused on organizational priorities.
• Anticipate upcoming deadlines, meetings, communications and commitments and take appropriate action to keep priorities moving forward.
• Draft, edit and proofread correspondence, reports, presentations, memoranda and other executive communications.
• Manage and appropriately route communications received by telephone, email and mail.
• Prepare and process expense reports, mileage reports, reimbursements and related administrative documentation for the CEO and Vice President of Philanthropy.
• Support leadership in annual business planning and budgeting activities.
• Serve as the primary administrative liaison to the CZS Board of Directors.
• Coordinate Board and committee meetings, retreats and other governance activities, including scheduling, meeting notices, agendas, materials and logistics.
• Prepare accurate meeting minutes and maintain confidential Board records and archived governance documents.
• Support Board member recruitment, orientation and onboarding in partnership with organizational leadership.
• Maintain organized, accurate and confidential Board documentation and ensure appropriate follow-through on Board-related activities.
• Support the CEO and Vice President of Philanthropy in providing an exceptional experience for donors, trustees and community partners.
• Maintain accurate donor records, contact information and leadership activities within the donor database.
• Support Moves Management activities by documenting CEO and Vice President interactions, follow-up activities and other relevant donor information.
• Coordinate donor meetings, recognition activities and other engagement opportunities.
• Exercise exceptional discretion when handling confidential donor, trustee and organizational information.
• Lead and coordinate special projects on behalf of the CEO, ensuring appropriate planning, communication, follow-up and completion.
• Track key action items and commitments resulting from leadership and Board meetings.
• Help develop and improve administrative workflows and processes that increase organizational effectiveness.
• Coordinate across departments and external partners to keep projects and priorities moving forward.
• Participate in staff meetings, Board meetings, organizational events and professional development opportunities.
• Serve as a professional and welcoming representative of CZS when interacting with staff, Board members, donors, Cleveland Metropar