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Executive Assistant

Georgia Aquarium
Atlanta, United States Posted: June 01, 2024

The Executive Assistant will provide executive level support to the Chief People Officer (CPO), Vice President of Human Resources and the Vice President of Exhibits & Projects. In addition to clerical duties, coordination of meetings, conferences, travel arrangements, supply ordering, drafting/proofing correspondence, and presentation materials directly for the CPO, and VP of Human Resources and VP of Exhibits & Projects, the Executive Assistant will also assist with the administrative needs of their direct reports if necessary. The Executive Assistant will demonstrate impeccable independent judgment necessary to plan, prioritize and organize their workload in a fast-paced project-based environment. The Executive Assistant will operate under the shared guidance of the Sr. Director, Executive Administration. 

  • Prepares all general correspondence for CPO, VP of Human Resources and VP of Exhibits & Projects - including memos, reports, responses to invitations, speaking engagements and thank you notes.
  • Prepares and coordinates all travel related services including flight arrangements, hotels, conferences, and meetings.
  • Support Executive Administration with coordinating, drafting, creating, and preparing visual presentations for Georgia Aquarium board and committee meetings (3x yearly) and takes notes at meeting when requested and distributes minutes in a timely manner.
  • Establishes and maintains a filing system, maintains calendar, and secures appointments for the CPO, VP of Human Resources and VP of Exhibits & Projects.
  • Support for financial matters such as assisting with yearly budget preparation and allocation, tracks, organizes, and prepares monthly expense reports.
  • Answers busy phone, screens calls, takes messages, answers questions, directs inquiries to appropriate source, and maintains information and updates for business and industry related contacts.
  • Works independently and within a team on special projects at the request of the CPO, VP of Human Resources and VP of Exhibits & Projects.
  • Utilizes construction management software and/or tracking systems to keep project information current and accessible to a variety of user.
  • Manages Request for Information (RFI) submittal inquiries and responses.
  • Maintains a directory and inventory of support materials for exhibit and projects including, but not limited to, plans, photography, print materials, collateral, and web pages.
  • Assists with vendor approval and setup for payments such as insurance and taxes.
  • Tracks, reviews, and codes invoices and submits for approval and payment.
  • Acts as a polished liaison with other departments, executives, agencies, industry leaders and other VIP guests.
  • Receives, sorts, and distributes administrative incoming mail.
  • May perform routine errands by automobile.
  • Plans Wellness Time Off (WTO) with Executive Administration for determination of administrative needs in office.
  • Provides temporary administrative support for GAI Executives when fellow administrative support is away from the Aquarium and/or temporarily unavailable.
  • To perform other duties as workload necessitates.     
  • High School diploma required. Certified Administrative Professional CAP) preferred. College degree preferred.
  • Minimum of ten years experience working at an executive administrative level and supporting C-level Executives.
  • Typing speed of 60-65 wpm.
  • Must have an elevated level of interpersonal skills to handle sensitive and confidential situations with poise, tact, and diplomacy.
  • Exceptional verbal, written, and presentation skills to be able to professionally interact and communicate with individuals at all levels within the organization as well as with external clientele.
  • Above average attention to detail in researching, composing, typing, editing/proofing materials, establishing priorities and meeting deadlines. 
  • Ability to work in a fast-paced environment with demonstrated flexibility and the ability to juggle multiple competing tasks and demands.
  • Advanced proficiency in a variety of Microsoft Office Products (MS Word, Outlook, Excel, and PowerPoint). 
  • Extraordinary customer services demeanor with the ability to cultivate team spirit within the workforce.
Physical Demands & Work Environment:
  • The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
  • While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. 
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by the job include close vision, distance vision, color and peripheral vision, depth perception, and the ability to adjust focus.
  • While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.  The noise level in the work environment is usually moderate.
  • I commit to Georgia Aquarium, Inc. the following:
  • Georgia Aquarium is a nonprofit committed to inspiring awareness and preservation of our ocean and aquatic animals worldwide.
  • To be the Premier Aquarium in the World for Science, Entertainment, Education and Conservation.
  • Integrity, Innovation, Leadership, Teamwork, Respect, Excellence, Appreciation & Inclusion

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