Executive Assistant (Full-Time)

Cleveland Zoological Society; Cleveland (OH); Hybrid; USD 65,000 - 80,000; Full time

Job summary

The Cleveland Zoological Society is seeking an accomplished Executive Assistant to provide high-level support to the CEO, VP of Philanthropy and Board of Directors. The role acts as a key connection point among CZS leadership, donors and community partners.

The EA will manage complex schedules, coordinate board governance, coordinate donor engagements and lead special projects to advance the mission of the Society. This is a hybrid role with on-site work and one remote day per week.

Qualifications

• Bachelor's degree and at least five years of executive administrative experience.
• Experience supporting senior executives and managing confidential information.
• Strong organizational and project-management skills with the ability to manage multiple priorities, deadlines and stakeholders.
• Excellent written, verbal and interpersonal communication skills.
• Professional presence and interaction with executives, Board members, donors and staff.

Responsibilities

• Provide confidential, accurate and timely executive support to the CEO and Vice President of Philanthropy, including calendar management and meeting preparation.
• Proactively manage incoming requests and competing priorities to keep leadership focused on priorities.
• Draft, edit and proofread correspondence, reports and presentations.
• Coordinate Board and governance activities, including meetings and minutes.
• Support donor relations and Moves Management activities.
• Lead special projects on behalf of the CEO and improve administrative workflows.

Skills

Executive support

Calendar management

Board governance

Donor relations

Communications

Education

Bachelor's degree

Tools

Microsoft Office

Donor databases

Board management tools

Job description

Cleveland Zoological Society
Location: Cleveland Metroparks Zoo | Cleveland, Ohio
Schedule: Full-time | Approximately 40 hours per week
Work Arrangement: Primarily on-site with the opportunity to work remotely one day per week

About the Opportunity

The Cleveland Zoological Society (CZS) is seeking an accomplished, highly organized and relationship-focused Executive Assistant to provide high-level support to the Chief Executive Officer, Vice President of Philanthropy and Board of Directors.

This is more than a traditional administrative role. The Executive Assistant serves as a trusted partner to the CEO and an important connection point among CZS leadership, the Board of Directors, donors, Cleveland Metroparks Zoo, Cleveland Metroparks and key community stakeholders.

The Executive Assistant will help leadership stay focused on the organization's highest priorities by anticipating needs, coordinating complex schedules and projects, facilitating effective Board operations, and ensuring important commitments and communications move forward.

The ideal candidate enjoys being at the center of a mission-driven organization, can manage multiple priorities with confidence and discretion, and takes pride in creating order, anticipating needs and building strong professional relationships.

What You’ll Do

• Provide confidential, accurate and timely executive support to the CEO and Vice President of Philanthropy, including complex calendar management, meeting coordination, correspondence, scheduling and preparation for meetings, events and donor engagements.
• Proactively manage incoming requests and competing priorities, helping ensure the CEO's time and attention remain focused on organizational priorities.
• Anticipate upcoming deadlines, meetings, communications and commitments and take appropriate action to keep priorities moving forward.
• Draft, edit and proofread correspondence, reports, presentations, memoranda and other executive communications.
• Manage and appropriately route communications received by telephone, email and mail.
• Prepare and process expense reports, mileage reports, reimbursements and related administrative documentation for the CEO and Vice President of Philanthropy.
• Support leadership in annual business planning and budgeting activities.

Board of Directors Support & Governance

• Serve as the primary administrative liaison to the CZS Board of Directors.
• Coordinate Board and committee meetings, retreats and other governance activities, including scheduling, meeting notices, agendas, materials and logistics.
• Prepare accurate meeting minutes and maintain confidential Board records and archived governance documents.
• Support Board member recruitment, orientation and onboarding in partnership with organizational leadership.
• Maintain organized, accurate and confidential Board documentation and ensure appropriate follow-through on Board-related activities.

Philanthropy & Donor Relations

• Support the CEO and Vice President of Philanthropy in providing an exceptional experience for donors, trustees and community partners.
• Maintain accurate donor records, contact information and leadership activities within the donor database.
• Support Moves Management activities by documenting CEO and Vice President interactions, follow-up activities and other relevant donor information.
• Coordinate donor meetings, recognition activities and other engagement opportunities.
• Exercise exceptional discretion when handling confidential donor, trustee and organizational information.

Project & Organizational Coordination

• Lead and coordinate special projects on behalf of the CEO, ensuring appropriate planning, communication, follow-up and completion.
• Track key action items and commitments resulting from leadership and Board meetings.
• Help develop and improve administrative workflows and processes that increase organizational effectiveness.
• Coordinate across departments and external partners to keep projects and priorities moving forward.
• Participate in staff meetings, Board meetings, organizational events and professional development opportunities.
• Serve as a professional and welcoming representative of CZS when interacting with staff, Board members, donors, Cleveland Metroparks leadership and community stakeholders.

Qualifications

• Bachelor's degree and at least five years of progressively responsible executive administrative, nonprofit, development or related professional experience.
• Demonstrated experience supporting senior executives and managing complex calendars, priorities and confidential information.
• Exceptional organizational and project-management skills with the ability to manage multiple priorities, deadlines and stakeholders simultaneously.
• Strong independent judgment and the ability to anticipate needs, identify potential issues and take appropriate action.
• Excellent written, verbal and interpersonal communication skills.
• Professional presence and demonstrated ability to interact effectively with executives, Board members, donors, community leaders and employees at all organizational levels.
• Ability to exercise diplomacy, discretion and sound judgment when handling sensitive and confidential matters.
• High proficiency with Microsoft Office Suite and the ability to learn and effectively use donor databases, Board-management platforms and other technology.
• Ability to work independently while contributing effectively within a collaborative, mission-driven team.
• Commitment to the mission, values and goals of the Cleveland Zoological Society.

You’ll likely thrive in this role if you are someone who:

• Anticipates rather than waits — you recognize what will be needed and prepare for it.
• Builds relationships naturally — you are comfortable interacting with everyone from employees to donors, trustees and senior community leaders.
• Exercises excellent judgment — you understand when to act independently, when to ask questions and when an issue requires leadership's attention.
• Values discretion and trust — confidential information stays confidential.
• Communicates exceptionally well — whether you're drafting correspondence, preparing Board materials or speaking with a donor.
• Connects with the mission — you want your work to contribute to something meaningful.

Working at Cleveland Zoological Society

This position is based in an office setting at Cleveland Metroparks Zoo, providing a unique opportunity to work in an engaging, mission-driven environment.

The position generally works approximately 40 hours per week. Because CZS relationships extend beyond the traditional workday, occasional early morning, evening or weekend availability will be required for Board meetings, special events and donor engagement opportunities.

The position is primarily on-site, with the opportunity to work remotely one day per week, based on organizational needs and established work arrangements.

Physical Requirements

This position regularly performs work at a desk or workstation and frequently moves throughout the facility to attend meetings and coordinate activities.

Cleveland Zoological Society will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the position, consistent with applicable law.

Reports to: Chief Executive Officer Direct Reports: None
The Executive Assistant operates with a high degree of independence, discretion and professional judgment while working closely with the CEO, Vice President of Philanthropy and management team.

Salary Range $65,000-$80,000 based on experience

Our Mission & Culture

The Executive Assistant will play an important role in advancing the mission of the Cleveland Zoological Society and supporting a donor-centric, collaborative culture built on open communication, proactive partnership, internal alignment, transparency and excellence.

This role offers the opportunity to contribute behind the scenes—and often at the center—of the relationships, decisions and initiatives that help advance the Society's mission.

Equal Employment Opportunity

Cleveland Zoological Society provides equal employment opportunities to employees and applicants and prohibits discrimination and harassment based on any characteristic protected by applicable federal, state or local law.