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Executive Assistant

Company: Save the Chimps, Inc
Location: Fort Pierce
Posted on: September 23, 2019

Job Description:

Save the Chimps is seeking an Executive Assistant to join our team. We are a well-established organization with a 20-year history and are seeking a seasoned administrative professional who is passionate about our cause and who can add value through maximizing the effectiveness of our Executive Director, other members of our senior leadership team, and philanthropic program.
Organizational Mission and History
Save the Chimps operates the largest privately funded chimpanzee sanctuary in the world. Located on nearly 150 acres on Florida's Treasure Coast, the sanctuary provides lifetime care and enrichment for chimpanzees retired from research laboratories, entertainment, and the pet trade.
Save the Chimps was established in 1997 and is home to nearly 240 chimpanzees. The work of the organization is accomplished by a nonprofit board of directors, more than 60 full-time staff members, and a group of community volunteers.
The Role of the Executive Assistant
The Executive Assistant's primary responsibilities will be central to the daily functions of Save the Chimps' senior leadership team, completing tasks that will ensure smooth operations and providing project support across each program area. The Executive Assistant will be the primary administrative support person for the Executive Director and the Chief Development Officer, while also serving as liaison to the Board of Directors. S/he will also provide administrative support, as assigned, to other members of the senior leadership team, including the Chief Financial Officer, Director of Chimpanzee Care Services, Director of Veterinary Services, Director of Facilities and Project Management, Behavioral Care Manager, and Human Resources Manager. The Executive Assistant must demonstrate excellent customer service and have enthusiasm for the Save the Chimps organization.
The Executive Assistant will perform a variety of high-level administrative tasks, including domestic and international travel arrangements, meeting and special events logistics, calendar management, drafting correspondence, and processing expenses. They must have advanced knowledge of the systems and resources utilized by the program in order to provide support and coordinate communications related to the resources. They will maintain, track, analyze, and report on key data for senior management. The Executive Assistant will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will adapt processes and implement recommended practices in order to improve effectiveness. They will provide recommendations and targeted training. They will communicate on behalf of their supervisor and will have substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, volunteers, vendors, and business relations. They will take on additional duties to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in training, developing documentation, and/or enhancing the systems and tools used by the team.Compensation for the Executive Assistant includes a competitve salary and an excellent package of employee health benefits.
Primary Duties
The primary duties of the Executive Assistant include, but are not limited to, the following:
-- Serve as office receptionist, answering phones, opening mail, greeting guests, etc.-- Provide administrative support to the Executive Director and Development Officer. Examples of duties include: calendar management, domestic and international travel planning; processing invoices, credit card expenses, reimbursement and PTO requests; information compilation for reports and presentations; and dissemination of meeting materials. -- Coordinate special projects/initiatives as assigned by the Executive Director. -- Provide administrative support as liaison to the Board of Directors. Examples of duties include: management of Board communications; updating Board information on various platforms; providing logistical support to Board and committee meetings; and responding to members' information requests. -- Provide administrative support to the organization's development program as a whole, as assigned by the Development Officer. Examples of duties include: coordinate mailings including gift acknowledgements; fulfillments such as adoption packets, certificates, merchandise, etc.; maintain merchandise inventory; and support events. -- Support other members of the senior leadership team on special projects, as assigned.-- Supervise volunteers for administrative projects related to duties. -- Maintain inventory of office supplies, stationery and mailing needs, and communications collateral. -- Be available and willing to perform other tasks as assigned by direct supervisor. Please note this job description is not designed to cover or contain a comprehensive listing of activities. Save the Chimps is a small organization that relies heavily on teamwork.
Qualifications
The successful Executive Assistant candidate will have the following experience and attributes:
-- Bachelor's degree and 3 years related expereince or equivalent combination-- Experience generating reports, and analyzing and interpreting data-- Experience managing the schedule and contacts of a senior leader-- Direct experience working with organizational executives preferred. Experience working for a non-profit organization/within a fund development program desirable.-- Experience supervising staff, interns and/or volunteers-- Experience coordinating projects-- Proficiency with Microsoft Office suite and ability to learn and effectively apply new computer applications required. Experience with Raiser's Edge fundraising software desirable.-- Ability to work independently, as well as forge strong working relationships with others, instilling confidence and trust among fellow staff and external constituents. -- Strong organizational skills as well as the ability to balance multiple initiatives and prioritize workload to meet deadlines. -- Forward-thinking in anticipating needs; possession of critical thinking skills. -- Strong verbal and written communication skills, including the ability to proofread and craft external and internal communications as assigned. A higher level of communication skills is needed due to frequent exposure to internal and external customers. The incumbent functions as a representative of Save the Chimps leadership. -- Ability to be flexible and adapt to changing situations and priorities. -- High ethical standards and integrity. Ability and willingness to maintain a high level of confidentiality and discretion. -- Ability to work in a professional office environment with extensive use of computers, paper correspondence and documents, and phone, providing exceptional customer service. -- Must possess a passion for the organization's mission.-- Must possess the ability to relate to diverse communities.-- Commitment to lifelong learning and professional development.

Physical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.-- While performing the duties of this job, the employee is required to: stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs, step stools, ladders; balance; stoop, kneel, crouch or crawl; talk and hear; able to push and pull metal doors. The employee must regularly lift and/or move up to 25 pounds and team lift in excess of 25 lbs.
Save the Chimps is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, gender identity, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

To Apply : Please submit a CV, cover letter and at least two professional references to :

Keywords: Save the Chimps, Inc, Titusville , Executive Assistant, Other , Fort Pierce, Florida

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