Description
DESCRIPTION SUMMARY
The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer, Chief Operating Officer, and Development leadership, ensuring the smooth and efficient operation of the executive office while supporting the daily activities of the Development Department. This role manages scheduling, correspondence, and expense reporting; serves as a key liaison to the Board of Trustees; and supports board and committee communications, meetings, and documentation. The Executive Assistant also maintains critical records, prepares reports, and supports donor-related data management, including work in DonorPerfect. Success in this role requires strong attention to detail, professionalism, discretion, and the ability to manage multiple priorities while working collaboratively as a dependable team member. This role requires sound judgment, the ability to anticipate needs, and a proactive approach to supporting executive leadership.
ESSENTIAL DUTIES AND RESPONSIBILITIES
GENERAL RESPONSIBILITIES
- Assist the CEO, COO, and Development leadership with assigned responsibilities and duties.
- Support the daily operations of the Administrative Office as needed.
- Work collaboratively as part of a team to complete priorities in a timely and professional manner.
- Support the CEO’s work with the Board of Trustees and Board Committees.
- Coordinate Board of Trustees communications, activities, meetings, and documentation.
- Serve in designated roles such as Notary, Historian, and Proofreader for the organization.
SPECIFIC TASKS
- Compose general correspondence for the CEO and manage related administrative tasks efficiently, including calendar appointments and expense reports.
- Handle incoming and outgoing calls and messages for the CEO and Board of Trustees, and route calls appropriately.
- Draft and manage correspondence and materials requested by the CEO or members of the Board of Trustees.
- Record, transcribe, and distribute minutes for Board of Trustees meetings and committee meetings.
- Prepare and distribute Board of Trustees correspondence related to monthly meetings.
- Track attendance and responses for Board and committee meetings.
- Prepare meeting agendas and organize supporting materials for meetings.
- Assist the CEO with meeting preparation and setup as needed.
- Coordinate committee meetings for The Living Desert and maintain accurate attendance records.
ADDITIONAL DUTIES
- Maintain historical records for The Living Desert and central donor files.
- Pull reports from DonorPerfect on Board giving.
- Pull year-end reports for capital and endowment activity from DonorPerfect.
SPECIFIC SKILLS
- Strong verbal and written communication skills, with the ability to communicate clearly, concisely, and persuasively.
- Strong typing, vocabulary, and basic mathematical skills.
- Exceptional interpersonal skills and the ability to work collaboratively with colleagues, volunteers, donors, and leadership.
- Ability to work effectively in a team environment.
- Willingness to build and maintain professional relationships.
- Ability to perform duties with a high degree of independence, integrity, and ethical standards.
- Ability to work in a hands-on, fast-paced departmental environment.
- Exceptional organizational skills and attention to detail.
- Ability to read reports, gather and analyze data, and compile information for written reports.
- Proficiency with personal computers and software programs including Word, Outlook, Excel, Sound Organizer, and fundraising software, with preference given to DonorPerfect experience.
EDUCATION AND PREREQUISITES
Minimum of three years of experience as an Executive Assistant, Executive Secretary, Office Manager, or in a similar administrative support role, along with the skills listed above.
WORKING CONDITIONS
TYPICAL WORKING CONDITIONS: Work is performed primarily in an office environment with no unusual exposures. Position may also require working outdoors in extreme heat or moderate cold for periods of time, as well as occasional work off-site in the community.
PHYSICAL EFFORT: Occasional standing, walking, bending, twisting, climbing, crawling, kneeling, and reaching.
DISCOMFORT/RISKS: Occasional exposure to extreme heat, chemicals, dust, and airborne materials.
HOLIDAY/EVENING WORK: Occasional evening, weekend, and holiday work required.
TRAVEL: Some travel may be required to attend local events within the Coachella Valley and, on occasion, outside the Coachella Valley, including to assist with cultivation receptions.
OTHER: Must possess a valid California driver’s license and be insurable under The Living Desert’s automobile policy.
Skills Required
- Minimum of three years of experience as an Executive Assistant, Executive Secretary, Office Manager, or similar administrative support role.
- Proficiency with Microsoft Word, Outlook, and Excel.
- Experience with Sound Organizer (software).
- Experience with DonorPerfect fundraising software.
- Strong verbal and written communication skills.
- Exceptional organizational skills and attention to detail.
- Ability to manage calendars, compose correspondence, handle expense reports, and transcribe meeting minutes.
- Ability to read reports, gather and analyze data, and compile information for written reports.
- Exceptional interpersonal skills and ability to work collaboratively with colleagues, volunteers, donors, and leadership.
- Ability to work independently with integrity, discretion, sound judgment, and a proactive approach.
- Willingness to work occasional evenings, weekends, holidays, and travel locally as needed.
- Valid California driver's license and insurable under The Living Desert's automobile policy.
What We Do
The Living Desert Zoo and Gardens is a non-profit zoo and desert botanical garden focused on environmental conservation, animal care, and educating the public about desert ecosystems and wildlife.
