Administrative Assistant

HighLevel Description
A fulltime onsite with hybrid options coordinator to support the Director of Diversity Equity Accessibility & Inclusion (DEAI). The assistant will work closely with the Director in a fastpaced teamfocused atmosphere. The successful candidate will represent the Saint Louis Zoos core values of Community Creativity Openness Integrity and LifeWork Balance. This is not a remote position. All successful candidates for this position must submit to a criminal background check.

Job Responsibilities and Proficiencies

• Provide overall administrative and operational support to the Director including email and complex calendar management meeting material preparation email and phone correspondence travel arrangements and special projects as requested.
• Assist with the coordination scheduling and logistics of community engagement events programming and initiatives on Zoo grounds and within the community ensuring smooth of these activities.
• Maintain documentation files on all inclusion and community outreach events including but not limited to program signin sheets assessments photo albums and video archives.
• Manage meeting logistics for the Zoos internal DEAI Committee including preparing agendas facilitating inclusion of committee reports distributing meeting materials taking minutes distributing action items and arranging meeting rooms and catering as needed.
• Process vouchers receipts invoices and requisitions for the Director; arrange business travel and lodging accommodations for departmental staff and/or speakers; and assist with catering orders room reservations and Creative Services requests for internal programming and community outreach.
• Work collaboratively in a fastpaced teamoriented atmosphere. Must be positive energetic capable of working under pressure and possess the ability to handle multiple tasks and work independently.
• Prioritize multiple projects with varying deadlines effectively to ensure an efficient workflow.
• Maintain a high level of detail and scrutiny as well as strict confidentiality when necessary.
• Perform various administrative duties including maintaining office supplies filing and organizing physical and electronic documents.
• Demonstrate excellent communication skills both written and oral. This includes proficiency in spelling grammar and punctuation. Must be able to track communication across multiple channels including inperson meetings virtual video calls text messages and/or emails and be very responsive.
• Light project management of accessibility and inclusion initiatives and events ensuring that they are executed on time and according to plan.
• Assist the Director in compiling data and tracking metrics for cultural impact reports including community engagement participation event feedback and other key performance indicators.
• Serve as a liaison between the Director and other departments to ensure accessibility and belonging initiatives are implemented and followed through across the organization.
• Work closely with the Director to support access and inclusion efforts within the Zoos Human Resources functions including recruitment retention and compliance.
• Foster a welcoming and inclusive atmosphere for all Zoo employees and guests through active participation in community engagement and workplace activities.
• Perform related duties and responsibilities as assigned or required.

Qualifications/Requirements

• Exceptional organizational analytical communication and interpersonal skills.
• High school diploma or equivalent required; Bachelors degree preferred.
• Proficiency in officerelated software applications including word processing spreadsheets and presentation software (Word Excel PowerPoint). High proficiency in facilitating online and remote work using applications such as Zoom Office 365 Microsoft Teams and DocuSign.
• Must possess a valid Missouri drivers license and the ability to work in the United States.
• Experience: 25 years supporting senior leaders or teams in administrative or coordination roles preferably with experience in community engagement event coordination or roles focused on inclusion and accessibility.
• Must be able to walk between buildings on the Zoos campus and drive to multiple locations when required. Must be able to lift and carry up to 25 pounds for 50 yards.
• This position is fulltime hourly and nonexempt.
• Optional Skill: Bilingual or proficiency in another language is a plus and would be an asset in supporting diverse community engagement efforts.