ZooTampa at Lowry Park
Executive Assistant to CEO & Director of Administration (Full-Time, Exempt)
ZooTampa at Lowry Park, Tampa, Florida, us, 33646
Executive Assistant to CEO & Director of Administration
At
ZooTampa 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.
Essential Functions 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 roster, link internal stakeholders with appropriate external legal specialists (outside of employment law), archives historical data on Zoo utilization of legal resources
Coordinates Zoo advisors – Works with ELT members involved and overall Zoo needs, manages advisor budget, contracting, and ongoing communications on Zoo happenings
Manages Administrative Assistant
Qualifications, Experience & Requirements
Bachelor's degree required or equivalent supplemental professional experience
Must have at least five years of senior administrative experience
Exceedingly strong organizational and time management skills with excellent attention to detail
Strong interpersonal skills and the ability to build relationships with internal and external stakeholders
Expert level written and verbal communication skills
Strong problem-solving and decision-making capability
Emotional maturity
Self-motivated, able to self-direct, and goal-oriented
Ability to read, analyze, and interpret complex documents
Ability to respond effectively to sensitive inquiries or complaints
High performance team member and a strong team player
Flexible and able to maintain a professional and positive attitude at all times
Willing and able to work varied and long shifts including holidays and weekends
Proficient with Microsoft Office (Outlook, Word, Excel, and Power Point), database software, conferencing programs, office equipment, and social media
Myers Briggs certification preferred
Benefits
Medical, Dental, & Vision insurance options
Life Insurance, STD, LTD, and Supplemental Insurance options
403(b) Pension Plan
Generous PTO (Vacation and Wellness) time
Employee Assistance Program
Free admission to the Zoo, MOSI, and the Florida Aquarium
Free or discounted admission to many attractions in Florida
Free gym membership
And so much more!
Equal Opportunity Employer & Drug-Free Workplace
#J-18808-Ljbffr
ZooTampa 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.
Essential Functions 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 roster, link internal stakeholders with appropriate external legal specialists (outside of employment law), archives historical data on Zoo utilization of legal resources
Coordinates Zoo advisors – Works with ELT members involved and overall Zoo needs, manages advisor budget, contracting, and ongoing communications on Zoo happenings
Manages Administrative Assistant
Qualifications, Experience & Requirements
Bachelor's degree required or equivalent supplemental professional experience
Must have at least five years of senior administrative experience
Exceedingly strong organizational and time management skills with excellent attention to detail
Strong interpersonal skills and the ability to build relationships with internal and external stakeholders
Expert level written and verbal communication skills
Strong problem-solving and decision-making capability
Emotional maturity
Self-motivated, able to self-direct, and goal-oriented
Ability to read, analyze, and interpret complex documents
Ability to respond effectively to sensitive inquiries or complaints
High performance team member and a strong team player
Flexible and able to maintain a professional and positive attitude at all times
Willing and able to work varied and long shifts including holidays and weekends
Proficient with Microsoft Office (Outlook, Word, Excel, and Power Point), database software, conferencing programs, office equipment, and social media
Myers Briggs certification preferred
Benefits
Medical, Dental, & Vision insurance options
Life Insurance, STD, LTD, and Supplemental Insurance options
403(b) Pension Plan
Generous PTO (Vacation and Wellness) time
Employee Assistance Program
Free admission to the Zoo, MOSI, and the Florida Aquarium
Free or discounted admission to many attractions in Florida
Free gym membership
And so much more!
Equal Opportunity Employer & Drug-Free Workplace
#J-18808-Ljbffr