Finance/DEAI Administrative Assistant

High-level description The Saint Louis Zoo is seeking a full-time, on-site, Administrative Assistant to support the Chief Financial Officer (CFO) and the Director of Diversity, Equity, Accessibility & Inclusion (DEAI).

The Administrative Assistant will work closely with the CFO, Director of DEAI, Finance / Purchasing / CashRoom / DEAI teams in a fast-paced, team-focused atmosphere.

The successful candidate will represent the Zoo's core values of Community, Creativity, Openness, Integrity, and Life-Work Balance.

This is not a remote position. All successful candidates for this position must submit to a criminal background check and drug test.

Job Responsibilities and Proficiencies :

• Provide overall administrative support to the Chief Financial Officer, including e-mail and complex calendar management, meeting material preparation, email & phone correspondence, travel arrangements, and special projects as requested.
• Meeting organization and management for several Board-led Committees (including Finance, Audit, and Investment), as well as the Zoo's internal DEAI Committee.

Prepare all necessary logistics for multiple meetings throughout the year including preparing agendas, facilitating inclusion of committee reports, distributing meeting materials, taking minutes, distributing action items, and arranging meeting rooms and catering when applicable.

Handle the processing of vouchers, receipts, invoices and requisitions for the DEAI Director; arrange business travel and lodging accommodations for DEAI staff and / or speakers;

and assist with catering orders, room reservations, and Creative Services requests for DEAI programming and outreach (as needed).

• Work collaboratively in a fast-paced, team-oriented atmosphere. Must be positive, energetic, capable of working under pressure, and possess the ability to handle multiple tasks and work independently.
• Prioritize multiple projects with varying completion dates effectively to ensure an efficient workflow.
• Maintain a high level of detail and scrutiny, as well as strict confidentiality when necessary.
• Perform various administrative duties, including maintaining office supply stores, filing and the organization of physical and electronic documents, processing mail, matching and mailing weekly checks (approximately 125 checks per week), filing accounts payable vouchers and other office duties as assigned.
• Demonstrate excellent communication skills, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation.

This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis.

Must be able to track communication (and be very responsive) across multiple channels without losing any details.Those channels could include in-person meetings, virtual video calls, text messages, and / or emails.

Light project management.

Qualifications / Requirements :

• Exceptional analytical, communications and human relations skills required.
• High school diploma or equivalent required, bachelor's degree preferred.
• High-level proficiency in office-related computer software applications, including word processing, spreadsheets, and presentation software (Word, Excel, PowerPoint).

High level proficiency in facilitating online and remote work using applications such as Zoom, Office 365, Microsoft Teams, and DocuSign.

• Must possess valid Missouri driver's license with no restrictions to work in the United States
• Experience : 2-5 years supporting Financial Executives is preferred.
• The Saint Louis Zoo has two campuses and stakeholders that work throughout the metropolitan area. This position supports staff in multiple locations.

Must be able to walk between buildings on the Zoo's campus and drive to multiple locations when required. Must be able to lift and carry up to 25 pounds for 50 yards.

• This position is full time hourly, non-exempt
17 days ago