Administrative Assistant

Interested in saving wildlife in wild places? The power of Palm Beach Zoo is its ability to transform the guest into a nature-loving, action-taking person. We provide the right environment for people to fall in love with nature and want to take action to save it. And we have fun helping our guests and community want to save the planet. 

Palm Beach Zoo & Conservation Society’s mission is to inspire people to act on behalf of wildlife and the natural world. By joining our team, you’ll become a critical part of a conservation organization at a thrilling time as we expand our team to build the Zoo of the future. A green sustainable workplace that embraces DEAI, we are actively creating a more diverse and thriving workforce. Come join a passionate team who get to work around koalas, jaguars, and panthers while actively doing conservation work in the field, from corals to Florida panthers.

The Administrative Assistant performs a wide range of administrative, office support, research and reporting activities for the Executive Administrative Assistant (EA) to facilitate the efficient operation of the organization. The Administrative Assistant will support the EA manage a variety of executive and contractual obligations from organization-wide technologies maintenance, human resource efforts to leadership calendaring, donor initiatives, and conservation efforts.

Essential Position Functions

• Provides administrative support to ensure efficient operation of the Executive office and Business Operations Department.
• Provides real-time scheduling support by booking appointments and preventing conflicts.
• Answers phone calls, schedules meetings and supports office visitors.
• Carries out administrative office duties such as paper and electronic filing, typing, copying, scanning, emailing, preparing presentations, preparing official documents, creating spreadsheets, drafting reports, invoice management, and reordering supplies, to name a few.
• Sets up for meetings, which includes moving chairs and tables, buying or ordering food and drink, preparing food and drink presentation, checking and testing technology, and communicating with stakeholders about changing needs.
• Makes travel arrangements for Executive Office, Leadership recruitment and others, including booking flights, cars, hotel and/or restaurant reservations.
• Supports team by performing tasks timely, professionally and with meaningful communication.
• Retrieve and distribute mail for CEO and EA; Retrieves and distributes mail for ACC, Southern Building, The Maintenance, and Grounds Building.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Generate reports, create budgets, produce spreadsheets, transcribe minutes or notes from meetings, create presentations, and conduct research.
• Greet and assist office visitors as well as Zoo guests.
• Organize and maintain Zoo photos and other assets with tags and naming protocols.
• Assist with staff party preparations
• Exhibit polite and professional communication via phone, email, and mail.