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Executive Assistant

Posted by Loveland Living Planet Aquarium ; Posted on 
Jobs: Full Time - DEADLINE :  
Executive Assistant
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The Living Planet Aquarium is a 501(c)(3) non-profit organization that provides the community with countless educational opportunities to understand and respect our precious Earth and its living ecosystems, from the Utah deserts and mountains, to rain forest habitats, to the planet’s vast oceans. Working at The Living Planet Aquarium is more than just a job, it is purpose-driven work. We need exceptionally talented and hardworking team members to join us on our mission of inspiring people to explore, discover and learn about Earth’s diverse ecosystems. We offer competitive compensation and benefits packages including medical, dental, life insurance, disability, flexible spending account, 401(k) with match, PTO, Holiday Pay, New Child Leave, Aquarium Memberships and passes, and much more.

Reports To: Founder/CEO

Position Summary:

Reporting to the Founder/CEO, the Executive Assistant will provide dedicated support to The Living Planet Aquarium’s C-suite level executives. The ideal candidate is self-motivated, professional, highly responsive, and eager to fulfill a key role in creating a world-class operation. This role will model an outstanding work ethic and excellence in people skills. A key to success will be the individual’s capability to anticipate and meet the needs of the Aquarium’s Executives.

 

Essential Duties and Responsibilities:

Provide executive support for the Founder/CEO and as needed for the Executive and Leadership Teams.
Plan and schedule meetings and appointments and maintain calendars.
Ensure that all logistics for meetings, appointments, and events have been secured which may include, but is not limited to, catering, building access, IT, AV, and external vendor coordination.
Prepare and edit correspondence, agendas, meeting minutes, reports, and presentations and distribute as needed.
Foster relationships with partners, donors, sponsors, executives, directors, politicians, board of directors, VIPs, and members of the community.
Coordinate efforts with external vendors and contractors, as needed.
Process highly confidential and sensitive material from projects and records.
Generation of reports and data analysis as needed by C-Suite.
Basic administrative functions such as copying, filing, and distribution of materials.
Support special projects as assigned.
Other duties as assigned.
Education/Experience:

High School Diploma.
3-5 years prior experience working as an Executive Assistant.
Critical Skills/Competencies:

Must be flexible and adaptable.
Must work effectively under pressure and with a sense of urgency.
Ability to track and complete multiple tasks and projects through various stages of development and implementation with comfort in exercising persistence as needed.
Strong ability to be resourceful and proactive and to figure things out.
Highly resourceful team-player, with the ability to be extremely effective independently.
Self-starter with a can-do attitude.
Exceptional interpersonal skills demonstrating the confidence to create and nurture relationships.
Service-minded attitude.
Must use discretion and demonstrate the ability to work with and maintain sensitive and confidential information.
Excellent organizational, time management, planning, multi-tasking skills.
High attention to detail.
Flexibility in working with multiple stakeholders and leaders.
Possess a high degree of executive presence, demonstrating poise and tact when representing the Aquarium.
Deep understanding of the business in order to be able to prioritize the time of the CEO.
Excellent oral and written communication.
Strong computer software skills including proficiency with Microsoft Outlook, PowerPoint, Excel, and Word.
Expertise in or ability to learn SalesForce CRM software
Physical Demands of the Job:

This job requires extended periods of standing and walking as wells as periods of sitting with data entry. The overall work environment while performing this job may include exposure to weather conditions and the noise level is usually moderate.

 

Special Working Conditions:

Weekends, weeknights, holidays and overtime is expected on occasion. Work may be required at off-site locations.

 

While this job description attempts to describe the essential functions of the position, it does not prescribe or restrict the tasks that may be assigned.  It does not restrict management’s right to assign or reassign duties or responsibilities to this job at any time.

Loveland Living Planet Aquarium is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. LLPA does not discriminate on the basis of disability, veteran status or any other basis protected class under federal, state or local laws.

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