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Working Title: Executive Assistant - Executive 2

Job Class: Executive 2

Agency: Minnesota Zoological Garden

• Job ID : 81961

• Location : Apple Valley

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 11/21/2024

• Closing Date : open until filled

• Hiring Agency/Seniority Unit : Minnesota Zoological Garden / Zoo Gardens-Confidential

• Division/Unit : Director's Office / Director's Office Support

• Work Shift/Work Hours : 8:00 AM - 4:30 PM

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $25.73 - $35.69 / hourly; $53,724 - $74,520 / annually

• Classified Status : Unclassified

• Bargaining Unit/Union : 217 - Confidential/Unrep

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : No

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

Under limited supervision, provide leadership, management and implementation of the operations and activities of the Minnesota Zoo Director’s Office and zoo-wide functions to ensure that programs and activities are conducted in a professional, efficient, and accurate manner, perform administrative support of considerable difficulty and responsibility, and oversee the management of the Executive Director’s Office in a confidential, timely, and organized manner. The position is responsible for coordination of the budget system for the Executive Director’s Office. The position will serve as a resource to the management team for labor relations information, as defined in M.S. 13.37, used in collective bargaining.

Job duties include but not limited to:

• Provide office management and administrative support to the Zoo Director and other executive leaders; serve as liaison between the Director and senior leadership team, board members, public officials, and other internal and external constituents as needed.Alert and brief the Director of potential problems or concerns; conduct research; arrange meetings; and ensure efficient and timely response and follow up involving sensitive and confidential matters covering a wide range of topics.

• Respond to inquiries from the general public, board, foundation, staff, legislators, governor’s office and other state of Minnesota agencies, businesses, and donors or redirect to appropriate parties for timely follow up.Research, investigate, collect, organize, and prepare data and recommendations for courses of action to address the wide variety of issues, questions, and requests.

• Act as the budget manager for the Zoo Director’s budget, managing procurement and reconciliation processes, ensuring budget forecasts are appropriate and expenses stay within budget limits.

• Perform office management responsibilities for the Zoo Director’s and other executive leaders’ offices ensuring easy access to and availability of needed information, supplies and equipment and an efficient flow of work.

Minimum Qualifications

The following qualifications are required of all applicants seeking consideration for this position. Only applicants whose application materials clearly demonstrate fulfillment of each of these minimum qualifications will be considered for the position. To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.

• Exceptional Customer Service Skills: Demonstrated ability to actively listen, understand needs, and deliver accurate, timely, and respectful responses with a high level of professional discretion.

• Strong Organizational Skills: Proven capability to manage assignments effectively, prioritize tasks, and meet deadlines.

• Advanced Communication Skills: Excellent written and verbal communication skills to draft, edit, and prepare professional materials (e.g., memos, emails, presentations) with meticulous attention to detail and accuracy on behalf of the Zoo Director.

• Proficiency in Office Software: Expertise in Microsoft Office (or equivalent software), including word processing, presentations, spreadsheets, and data visualization tools, to create meaningful charts, reports, and presentations.

• Financial Acumen: Competence in basic bookkeeping, budgeting, and expense account management to monitor balances, resolve discrepancies, and ensure accuracy.

• Problem-Solving Under Pressure: Ability to respond professionally and flexibly to high-pressure situations in a public setting, maintaining composure and sensitivity to cultural and individual differences when interacting with colleagues, guests, and stakeholders.

Preferred Qualifications

• Education and Experience: Bachelor’s degree in communication, business, or a related field, or an equivalent combination of education and professional experience.

• Professional Experience: At least three (3) years of experience as an executive administrative assistant or office manager.

• State Government Experience: Familiarity with state government operations, procedures, or protocols.

• Sector Expertise: Experience working with organizations focused on zoos, conservation, or environmental education.

• Legal Knowledge: Proficiency in legal terminology and procedures, with the ability to draft accurate documents and correspondence.

• Regulatory Knowledge: Understanding of laws, rules, and regulations governing zoo programs as they pertain to administrative and support functions, with the ability to provide guidance and establish policies and procedures.

• Multilingual Skills: Fluency in a second language (e.g., Spanish, Hmong, ASL) is highly desirable.

Physical Requirements

• Ability to physically navigate uneven terrains, steps, and slippery surfaces

• Ability to stand, walk and sit for long periods of time

• Manual dexterity sufficient to operate a computer keyboard, collate materials, distribute materials, etc.

• Ability to occasionally lift and/or move up to 20 pounds

Additional Requirements

Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

It is policy of the Minnesota Zoo that all candidates submit to a background check prior to employment. The background check may consist of the following components:

• Conflict of Interest Review

• Criminal History Check including fingerprinting

• Education Verification

• Employment Reference / Records Check

• License / Certification Verification

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.