Senior Executive Assistant - San Diego Zoo Wildlife Alliance

HOW YOU WILL IMPACT OUR MISSION The Senior Executive Assistant provides high level administrative support to the CEO and COO, ensuring seamless executive operations. This role requires a high degree of independent judgment, discretion, and decision-making in handling executive communications, project management, and workflow coordination. This position reports to the Chief of Staff.   WHAT YOU WILL DO Provide comprehensive administrative support including independently managing complex calendars, schedules, agendas, travel itineraries and arrangements, expense reports, projects, research, executive level summaries, reservations, personal duties as needed, and ad hoc requests. Anticipate needs, including keeping CEO/COO well-informed of upcoming commitments and responsibilities, gathering, drafting, and proofing meeting details, agendas, correspondence, letters, reports, and recording accurate and detailed meeting notes as needed. Proactively prioritize daily, weekly, and monthly deadlines and deliverables for CEO/COO. Independently plan, coordinate, and execute high-level meetings, engagements, and tours. Manage and oversee the work of the Executive Office Assistant, providing guidance and training as well as maintaining high-level oversight of executive administrative functions. Develop and edit briefing materials, presentations, and speeches to prepare CEO/COO for internal and external engagements, advising other team members as necessary for materials and support. Serve as a liaison between the CEO/COO and executive team, team leaders and external VIPs, maintaining discretion and confidentiality. Ensure proper recordkeeping, organizational systems, and policy compliance for all executive documents, expenses, and agreements. Continuously evaluate and optimize executive office procedures to improve efficiency, effectiveness, and workflow.   WHAT WE ARE LOOKING FOR We are seeking a highly skilled and proactive individual who thrives in a fast-paced environment, exercises sound judgment, comfortable with asserting priorities, and is a strong problem solver. Available and accessible to the CEO/COO during established office hours, and beyond normal business hours. Leads and coaches senior administrative staff. Fosters teamwork among the executive assistant team.   QUALIFICATIONS & EXPERIENCE Minimum 5 years of experience providing executive-level or equivalent support, with experience in decision-making, project management, and customer service. Bachelor’s degree in business administration, communications, or a related field preferred. Exceptional travel arrangement experience with proven success working across multiple time zones. Proven experience in managing administrative staff, mentoring teams, and overseeing critical executive functions. Ability to handle sensitive and confidential information with the highest level of professionalism and integrity. Exceptional verbal and written communication skills, with the ability to interact with executives, board members, and high-profile stakeholders. Ability to analyze situations, anticipate challenges, and independently develop solutions that align with executive priorities. Advanced proficiency in Microsoft Office Suite, project management tools, and executive-level reporting software. Positive attitude and energy, team-oriented, and a deep desire to learn are essential to success. Demonstrated ability to manage complex situations with a high level of tact and diplomacy. Must have superior organizational and time management skills with the ability to multitask and prioritize effectively.