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World Wildlife Fund · 16 hours ago

Executive Assistant, Oceans - 26036

Washington, DC

Full-time

Hybrid

Mid, Senior Level

$78K/yr - $98K/yr

5+ years exp

World Wildlife Fund (WWF) is one of the world’s leading conservation organizations, seeking an Executive Assistant for their Oceans program. The role involves providing confidential administrative and operational support to senior leaders, ensuring efficient functioning and positive team culture.

CommunitiesNon ProfitWildlife Conservation

No H1B

Responsibilities

Coordinates and maintains calendars for the SVP and senior leaders of the team, reconciling conflicts proactively. Coordinates all aspects of meetings, travel, training, and other events

Prepares and collects meeting materials, itineraries, and briefs. Seeks to provide a comprehensive technical and logistical information suite to ensure the executive succeeds and meets objectives

Plans domestic and international travel. Books travel and coordinates with travel agency and vendors. Prepares itineraries and detailed schedule

Organizes and attends team meetings. Coordinates and communicates logistics for team staff. Drafts and distributes agenda, notes, and supporting materials to attendees promptly

Answers complex inquiries requiring detailed knowledge of program procedures. Screens, routes, answers phone calls and responds to routine and non-routine requests with diplomacy and discretion. Attends internal and external meetings as a department representative and provides appropriate summaries and follow-up

Monitors incoming emails and requests. Updates and manages Executive’s contacts and to-do list, monitors deadlines, follows up on delegated tasks, and provides proactive reminders

Tracks Executive’s expenses and prepares expense reports in a timely manner and in accordance with WWF Finance guidelines

Drafts letters, documents, and other materials for staff, inter-department meetings, and outside individuals. Proofreads and edits documents, reports, proposals, and presentations. Assists with the preparation of executive proposals and presentations

Provides general administrative support, including notetaking, photocopying/scanning, collating and distributing materials, ordering publications, and purchasing office supplies

Maintains filing and archiving systems (physical and digital), ensuring that up-to-date versions of documents such as strategic plans and presentations, individual objectives and work plans, job descriptions, and agreements are easily accessible

Works with SVP and Deputy to streamline administrative and operations functions across the team

Maintains team organizational chart, distribution lists, annual leave schedules, and team calendar

Coordinates logistics for team meetings and retreats with members of the team

Coordinates all administrative and logistics aspects of Executive’s responsibilities, including expense reports, payments, travel grants, and other agreements directed by the Executive

Assists strategic engagement and communications staff in providing information and following up to promote the program

Applies excellent organizational, research, communication, and planning skills in operations support as needed

Performs special projects and other duties as assigned

Works with Deputy, program operations, finance, and accounting staff to assist in preparing and monitoring annual work plans aligned with the annual budget and monthly expenses

Coordinates with Deputy and Program Operations to align budget, expenses, and agreements to ensure an efficient accounting-programmatic workflow across the team

Supports the team in drafting scopes of work, monitoring deliverables, and routing agreements and contracts for grantees, vendors, and consultants, together with program operations and accounting teams to ensure that deliverables are met, obligations are fulfilled, and invoices processed promptly

Qualification

Executive supportBudget managementMS Office 365Organizational skillsProofreadingCommunication skillsAttention to detailTime managementCRM databasesInterpersonal skillsAdaptabilityProblem-solving

Required

Bachelor's degree or equivalent, with five (5+) or more years of progressively responsible administrative experience, including at least two (2) years supporting an executive office

High degree of knowledge, competence, and application of executive and administrative competencies, including excellent organizational and analytical skills are required

Ability to operate independently, take initiative, prioritize, meet deadlines, and demonstrate flexibility to support shifting SVP priorities, including but not limited to, adjusting on-site presence as needed, is required

Demonstrated acumen for attention to detail, proactive problem-solving, and critical thinking is required

Experience scheduling international meetings and travel, specifically with the nuances involved when scheduling across different time zones and responsibilities to the key people involved is required

Must have a strong acumen with budgets, contracts, and the finance aspects of the role

Ability to communicate effectively in person and writing

Must have excellent proofreading, editing, and writing skills

Honed interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with US and international staff, callers, and visitors are critical

Must have advanced knowledge of MS Office 365 (Outlook, Word, PowerPoint, Excel, Teams), SharePoint, Zoom, and other similar programs

Fluency in PC environments

Committed to building and strengthening a culture of inclusion within and across teams

Identifies and aligns with WWF's core values: COURAGE, INTEGRITY, RESPECT, COLLABORATION