Zoo Senior Executive Assistant

Milwaukee County oversees operations from our Airport, Behavioral Health, Child Support Enforcement, Combined Court Operations, Sheriffs Department, Community Reintegration Center, Human Services, Parks, Public Safety, Public Works, Fleet Operations, Transportation, and at the Zoo. Our departments are also dedicated to our Seniors in the Department on Aging, those with Disabilities, and Veterans Affairs. Our employees also remain committed to serve the cultural, human, recreational and social needs of the entire community.

Milwaukee County offers a wide variety of interesting jobs for people who want to make a difference in our community. Milwaukee County provides a competitive benefit package and is an Equal Opportunity Employer. If disability related accommodations are needed, please contact 414-278-3936. For application inquiries please contact careers@milwaukeecountywi.gov.

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Senior Executive Assistant

Milwaukee County Zoo

Salary Pay Range: $58,676.80 - $87,984

Closing Date: 7/24/2025 or upon receipt of the first 50 applications

Job Summary: The Senior Executive Assistant is a highly skilled and proactive professional responsible for providing comprehensive administrative support to the Executive Zoo Director and other senior leadership members. This role demands a combination of organizational expertise, communication proficiency, and the ability to manage a dynamic range of tasks and responsibilities in a fast-paced, mission-driven environment. This position serves as the primary liaison between the Executive Zoo Director and both internal and external stakeholders, ensuring smooth operations and timely execution of the Zoo's strategic initiatives.

Essential Responsibilities:

• Manage the Executive Zoo Director's calendar, ensuring prioritization of daily activities and timely completion of key tasks. Coordinate and schedule meetings, appointments, and events. Prepare and distribute meeting materials and send reminders. Arrange all aspects of travel, while monitoring and reconciling travel expenses against budget allocations.
• Act as the primary point of contact for stakeholders on behalf of the Executive Zoo Director. Screen, prioritize, and direct phone calls and emails. Respond to inquiries efficiently. Draft, edit, and format a variety of communications.
• Prepare meeting agendas and minutes, and track follow-up on action items to ensure deadlines and deliverables are met. Provide administrative support for board and committee communications by reviewing and entering reports into Legistar, distributing, and preparing board packets for legislative cycles. Assist in coordinating and monitoring responses to committee referral requests.
• Maintain both physical and digital filing systems, in compliance with County retention policies and regulations. Ensure the confidentiality of sensitive information. Prepare reports, memos, and presentations to support meetings, projects, and decision-making processes.
• Support project management by tracking deadlines, coordinating with cross-functional teams, and preparing necessary materials. Assist the Executive Zoo Director in staying informed of key milestones and ensure timely access to critical information for decision-making. Contribute to the development and monitoring of the Zoo's performance management metrics, including the administrative tracking of the Executive Zoo Director's strategic plan initiatives. Participate in community outreach efforts and serve on special project teams as needed. Develop, maintain, and monitor the department's action and assignment log, collaborating with Zoo management to gather updates and ensure timely closure of items.
• Assist with budget monitoring, invoice processing, and procurement activities for the Executive Zoo Director's Office. Oversee and reconcile the Executive Zoo Director's credit card usage.
• Plan and execute company events, conferences, and executive engagements. Coordinate all event logistics and organize and manage VIP tours.
• Monitor and coordinate the Zoo's response to the Administrative Manual of Operating Procedures changes to ensure the department's voice is heard. Facilitate the Zoo's compliance with the Association of Zoos and Aquariums standards and re-accreditation application.
• Proactively address the needs of the Executive and potential issues before they arise.
• Perform all other duties as assigned.

Minimum Requirements:

• Must be a current resident of Wisconsin.
• Valid Wisconsin Driver's License, able to be maintained throughout employment.
• Possession of a High School Diploma or GED Equivalent.
• Five (5) or more years of experience as an executive assistant or in a senior administrative support role.
• Knowledge of all related computer and software applications, such as word processing and spreadsheets.
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Intermediate knowledge of payroll and purchasing software.
• Intermediate understanding of the usage and performance of Artificial Intelligence methodology.

Preferred Qualifications:

• Associate's Degree or higher in Business, Communications, Public Administration, or a related field.
• Five (5) or more years as an executive assistant or senior administrative support experience in a non-profit, government, or large organizational setting.

NOTE: This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.

APPLICANTS MUST POSSESS MINIMUM QUALIFICATIONS AT TIME OF FILING APPLICATION

Milwaukee County is committed to fostering an equitable working environment, free from discrimination and harassment, on the basis of any characteristic protected by law. We prohibit any form of discrimination, harassment based on race, color, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, pregnancy related condition, national origin, age, disability, FMLA status, sexual orientation, military status, marital status, or any other category or status that is now or in the future protected by federal, state, and local law. We maintain a drug-free workplace and perform pre-employment substance abuse testing, background checks and pre-employment physicals subject to job requirements. If special accommodations are needed, please contact 414-278-3936.