Executive Assistant and Board Liaison

Denver Zoo Conservation Alliance (DZCA) is a leader in animal care, wildlife conservation, and education. We are passionate about our commitment to excellence in support of our mission of Inspiring Communities to Save Wildlife for Future Generations. 

DZCA honors our animals, staff, and guests by conducting ourselves at the highest level of integrity through our Core Actions -- Inspire Awe: Safety, Care, Connect, and by embracing our Core Values of: Welcoming, Curious, United, Courageous, and Transformative in all that we do.

The Executive Assistant serves as a backup to the Executive Assistant and Board Liaison as needed, managing complex scheduling, communication, and high-level documentation for the President & CEO and Board of Governors. Additionally, the role supports cross-functional projects, sponsored by members of the Executive Team, by defining timelines, tracking progress, and preparing executive-level summaries. With a strong emphasis on business continuity and operational efficiency, this role strengthens leadership capacity, drives process improvements, and advances key organizational priorities. The Executive Assistant must demonstrate sound judgment, discretion, and a high degree of professionalism while engaging with staff across all levels of the organization in a dynamic and mission-driven environment.

Our team is made up of passionate and diverse professionals dedicated to providing excellent care for our animals while creating meaningful experiences for our guests. If you're excited to contribute your skills in a collaborative and innovative environment, Denver Zoo Conservation Alliance is the place for you!

Essential Duties and Responsibilities

Administrative & Executive Support

• Manage complex calendars and meeting logistics for multiple executives, resolving conflicts and prioritizing time effectively, making recommendations concerning their time management, prioritization, delegation, and organization.
• Prepare, edit, and format correspondence, reports, presentations, and other documents with a high degree of accuracy and professionalism.
• Serve as a key point of contact, professionally representing executives to internal teams, board members, and external stakeholders.
• Coordinate leadership meetings, retreats, and planning sessions, including preparation, logistics, and documentation. This includes booking meeting rooms and external venues, coordinating catering, providing necessary supplies, setting up technology and supporting the overall success of the meetings.
• Organize and maintain electronic and physical filing systems for easy retrieval of critical documents. Maintain the extensive files, both paper and and virtual files and work to ensure they are clear and easily searchable. Suggest new locations and file structures to support executive team needs.
• Support Board communications and coordination for corresponding executives and, as needed, when the Executive Assistant and Board Liaison to the CEO is unavailable.
• Support the preparation of grant reports, funding proposals, and donor materials while ensuring accuracy, clarity, and alignment with branding and mission.
• Take detailed meeting notes and track action items to ensure timely completion.
• Manage agendas for Executive Team meetings and coordinate quarterly offsites including proper placement of topics, driving them toward appropriate outcomes and ensure the appropriate people are in the meeting for the discussion topics. Collect weekly pulse data from the team and review effeciently in the Executive Team meetings. Collect action items and move them toward completion. Track decisions made for future reference.
• Assist with special projects and travel arrangements as needed.
• Maintain strict confidentiality and exercise sound judgment when handling sensitive information and high-level communications.
• Ensure the seamless running of the Executive Office by proactively managing office supplies, restroom needs, refridgerator maintenance and restocking beverages, ensuring coffee is made and cleaned up and kitchen is in proper working order.

 

Project Management & Execution ‘Executive Team Project Coordination’

• Lead or support the execution of organizational and executive-driven projects from planning through completion, ensuring alignment with strategic goals.
• Collaborate with executive sponsors to define project scopes, timelines, deliverables, roles, and success metrics.
• Coordinate with internal team members and external partners and make recommendations for meetings, project plan, and timeline, team calls, data compilation, and survey administration.
• Monitor progress and proactively manage timelines, resources, and dependencies to keep initiatives on track.
• Coordinate