Job Description

The Executive Assistant plays a central role in supporting the leadership of The Living Desert Zoo and Gardens, working closely with the Chief Executive Officer and Development team at a pivotal time for the organization. This position sits at the heart of day-to-day operations, helping to keep priorities moving forward while ensuring the executive office runs smoothly and efficiently.

Serving as a key liaison to the Board of Trustees, this role is responsible for coordinating communications, managing meetings, and supporting board and committee activities with a high level of professionalism and discretion. The Executive Assistant is also a trusted partner in managing schedules, preparing materials, and handling sensitive information, all while anticipating needs and staying one step ahead.

This is an ideal role for someone who thrives in a fast-paced, mission-driven environment and takes pride in being highly organized, detail-oriented, and dependable. The right candidate brings sound judgment, strong communication skills, and a proactive approach to supporting leadership, while contributing to the broader work of advancing conservation through philanthropy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

GENERAL RESPONSIBILITIES

• Assist the CEO with assigned responsibilities and duties.
• Assist 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.