Board Administrative Specialist

Woodland Park Zoo; Seattle (WA); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical/Dental/Vision

Holidays

Vacation days

Sick leave

FSA

EAP

Tuition reimbursement

Zoo membership

Staff parking

403(b) Plan

Job summary

Woodland Park Zoo in Seattle is seeking a Board Administrative Specialist to provide high-touch, concierge-style support to board members and executives. The role involves coordinating board meetings, preparing materials, and managing confidential information with discretion.

The ideal candidate will have 3+ years of senior-level administrative experience, exceptional communication, and a proven ability to anticipate needs and build trusted relationships across stakeholders.

Qualifications

• Three or more years of progressively responsible administrative support experience, including direct support of senior executives, board members, corporate officers, presidents, CEOs, trustees, or high-net-worth donors.

Responsibilities

• Serve as a primary point of contact and trusted resource for Board Members, providing an exceptional, responsive, and highly personalized level of support.
• Coordinate and execute all aspects of Board of Directors meetings, committee meetings, retreats, and special events, ensuring a seamless experience from preparation through follow-up.
• Prepare, review, and distribute board materials through the Board Portal, maintaining the highest standards of accuracy, organization, and timeliness.
• Support annual board processes, including nominations, elections, acknowledgments, recognitions, and governance-related deadlines.
• Create thoughtful and meaningful touchpoints with board members, including personalized correspondence, recognition programs, gifts, handwritten thank-you notes, and special acknowledgments.
• Anticipate the needs of board leadership and the Chief of Staff by proactively managing communications, logistics, and follow-up items.
• Maintain board records, directories, governance documents, and confidential information with exceptional accuracy and discretion.
• Build strong relationships with board members, executives, donors, and internal stakeholders while representing leadership with professionalism and executive presence.
• Draft and coordinate personalized correspondence on behalf of leadership, including handwritten notes, recognition letters, welcome messages, and donor acknowledgments.
• Coordinate board member onboarding and orientation experiences, ensuring a welcoming and professional introduction to the organization.
• Maintain awareness of key board member milestones, accomplishments, and engagement opportunities to support relationship-building and stewardship efforts.
• Support VIP events, executive receptions, donor cultivation activities, and special leadership initiatives as assigned.

Skills

Board support

Executive support

Communication

Relationship building

Job description

TITLE: Board Administrative Specialist

SALARY & FLSA: $29.00 - $43.57 per hour; FLSA non-exempt

The anticipated hiring range will be determined based on qualifications and experience. Candidates with extensive experience supporting Boards of Directors, including responsibility for board meeting administration, governance processes, board communications, and executive-level stakeholder support, may be considered at the higher end of the pay range.

OPENING DATE: 08/18/2026

CLOSING DATE: 09/01/2026 This position may close early if a sufficient number of qualified applications are received.

JOB TYPE: Regular, Full-time

UNION: Non-Represented

OPENINGS: 1

LOCATION: Hybrid (on grounds 4 days/week and remainder work remotely)

DEPARTMENT: Executive Administration

HOW DO YOU ZOO?

More than 1.3 million people visit Woodland Park Zoo each year. We connect people with wildlife and remind them of what’s at stake in our changing world. Our job is to motivate people to take action and provide them with the tools needed to join us in saving endangered species. Working for the zoo means upholding our mission, “To save wildlife and inspire everyone to make conservation a priority in their lives.”

Who You Are

• A hospitality-minded professional who takes pride in delivering white-glove service and creating exceptional experiences for board members, executives, donors, and distinguished guests.
• Highly organized and detail-oriented, with the ability to flawlessly manage multiple priorities, deadlines, communications, and meeting logistics.
• A trusted partner to senior leaders, known for anticipating needs, exercising sound judgment, and ensuring nothing falls through the cracks.
• A relationship builder who develops credibility quickly and communicates with warmth, professionalism, and discretion at all levels of an organization.
• Service-oriented and thoughtful, finding satisfaction in going above and beyond through personalized touches, meaningful recognition, and proactive follow-through.
• Discreet and trustworthy, with a proven ability to manage confidential, sensitive, and executive-level information with the highest level of professionalism.
• Resourceful and proactive, able to identify potential issues before they arise and implement solutions seamlessly.
• Energized by working behind the scenes to support influential leaders and contribute to an organization's mission and long-term success.

The ideal candidate is someone who genuinely enjoys creating exceptional experiences for others. They take pride in anticipating needs before they are expressed, remembering the small details that make people feel valued, and delivering thoughtful, personalized service. Whether coordinating a board retreat, preparing executive materials, or sending a handwritten note of appreciation, this individual understands that excellence is often found in the details. Experience supporting a Board of Directors, President's Office, CEO, or other senior executives is highly valued.

Your Primary Responsibilities

• Serve as a primary point of contact and trusted resource for Board Members, providing an exceptional, responsive, and highly personalized level of support.
• Coordinate and execute all aspects of Board of Directors meetings, committee meetings, retreats, and special events, ensuring a seamless experience from preparation through follow-up.
• Prepare, review, and distribute board materials through the Board Portal, maintaining the highest standards of accuracy, organization, and timeliness.
• Support annual board processes, including nominations, elections, acknowledgments, recognitions, and governance-related deadlines.
• Create thoughtful and meaningful touchpoints with board members, including personalized correspondence, recognition programs, gifts, handwritten thank-you notes, and special acknowledgments.
• Anticipate the needs of board leadership and the Chief of Staff by proactively managing communications, logistics, and follow-up items.
• Maintain board records, directories, governance documents, and confidential information with exceptional accuracy and discretion.
• Build strong relationships with board members, executives, donors, and internal stakeholders while representing leadership with professionalism and executive presence.
• Draft and coordinate personalized correspondence on behalf of leadership, including handwritten notes, recognition letters, welcome messages, and donor acknowledgments.
• Coordinate board member onboarding and orientation experiences, ensuring a welcoming and professional introduction to the organization.
• Maintain awareness of key board member milestones, accomplishments, and engagement opportunities to support relationship-building and stewardship efforts.
• Support VIP events, executive receptions, donor cultivation activities, and special leadership initiatives as assigned.

Qualifications

• Three or more years of progressively responsible administrative support experience, including direct support of senior executives, board members, corporate officers, presidents, CEOs, trustees, or high-net-worth donors.
• Experience supporting a Board of Directors, executive office, president's office, CEO, or other senior leadership function strongly preferred.
• Demonstrated ability to provide high-touch, concierge-style support and build trusted relationships with influential stakeholders.
• Experience coordinating complex meetings, events, travel, and executive communications with exceptional attention to detail.
• Proven ability to anticipate needs, exercise independent judgment, and consistently deliver an outstanding service experience.
• Exceptional written communication skills, including professional correspondence, donor stewardship communications, and executive-level messaging.
• Successful applicants must live and work in Washington State to perform this role.
• Applicants must be at least 18 years old.

Preferred Qualifications

• Ability to speak a language in addition to English

Benefits

• Medical, dental, and vision HMO and PPO plans for you and eligible dependents
• 11 paid holidays and 4 personal holidays
• Accrue 12 vacation days and another 12 days of sick leave your first year
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Free zoo membership that includes zoo admission and discounts after 90 days
• 4 complimentary tickets per year plus other discounts and perks
• Free staff parking
• 403(b) Retirement Plan