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Check with seller Administrative Assistant Sioux Falls

Published date: April 3, 2022
  • Location: Sioux Falls, South Dakota, United States

Job Summary

The Administrative Assistant, is responsible for managing the daily functions of the Administrative offices of the Zoo, including managing the external IT vendor relationship, the administration of business insurance (Liability, P&C, D&O, etc), the procurement of office supplies and equipment across the Zoo, and Independent Contractor vendor management. This position is also responsible for serving as the Zoo’s SharePoint administrator, making arrangements for travel and meetings including scheduling, planning and preparing for staff meetings, Board of Directors meetings and stakeholder meetings. Will also assist CEO in preparing presentations, correspondence, memos, newsletters, board packets, etc.

Reports To


Essential Functions

  • In consultation with the management team, plans, and approves the purchase, rent, lease, license or other acquisition from external vendors of computer, telephone/cell phones, communications or office systems hardware, software, or services to meet the operational needs and requirements of the Zoo.
  • Manages, in consultation with the CEO, the administration of liability, property and casualty insurance, Directors and Officers coverage to assure appropriate planning, risk management and decision making to protect the Zoo and limit its exposure.
  • Serves as administrator for the Zoo’s multiple SharePoint sites and ensures accurate information is warehoused appropriately and continues to enhance and build upon existing site. Will serve as point of contact answering questions and providing access for employees and various stakeholders as needed. Creates content for executive management and ensures accuracy through regular updates.
  • Assists with executive management meeting preparation and travel arrangements. Is responsible for scheduling, planning, and preparing for staff meetings, Board of Director meetings and other stakeholder meetings.
  • Assists with coordinating all staff meetings, training seminars with CEO/management team
  • Independently prepares a wide variety of executive correspondence, proofreads communications, and takes attendance and minutes at formal and informal meetings.
  • Plans, organizes, and coordinates office functions and activities including the management of office resources with attention to sustainability and fiscal responsibility. Activities include mail services, office supply and equipment procurement, etc.
  • Coordinates new hire orientation with scheduling and updating PowerPoint
  • Provide new hire IDs, manages logo wear vendor and distribution of staff uniforms
  • Create and disseminate policies and procedures and make recommendations to improve existing processes and systems as well as create new systems, processes, policies and procedures as needed.

  • Ability to perform highly responsible duties that are confidential, technical, complex and varied in nature with limited supervision.
  • Ability to think critically and demonstrate time-management skills.
  • Excellent written and verbal communication skills; ability to convey information clearly and concisely.
  • Strong experience with MS suite, including Word, Excel, Outlook, PowerPoint, Teams, and SharePoint.
  • Strong organizational skills with excellent attention to detail.
  • Ability to manage multiple competing priorities and provide deliverables as agreed upon.
  • Ability to establish and maintain strong rapport and effective relationships with employees, vendors, stakeholders, and partners of the Zoo.
  • Must be a flexible team player
  • Ability to maintain confidentiality and professionalism.
  • Must be a self-starter with demonstrated initiative and drive.
  • Superior customer services skills to meet a wide variety of audience needs including staff, management, Board of Directors, etc).
Supervisory Responsibilities

No supervisory responsibilities.

Work Environment

  • This position operates in an office setting and routinely uses standard office equipment including computers, telephones, fax machines, photocopiers and filing cabinets.
  • Must be able to lift up to 25 pounds.
Physical Demands

This role is primarily sedentary, however some standing, lifting, bending and stooping is required to organize and file documents.


Less than 5% - local travel as needed

Required Education and Experience

3 + years of office management experience preferably in a busy, dynamic, and fast-paced office environment.

Additional Qualifications

  • Must be able to pass a pre-employment background check
  • May be required to work various Zoo events which could fall during evening or weekend hours.
Other Duties

This job description is not designed nor should it be interpreted to cover or contain a comprehensive list of all qualifications, duties or responsibilities that are required of the employee. Qualifications, duties and/or responsibilities may change or new ones may be assigned at any time with or without notice.

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