Posted by: World Wildlife Fund United States
Washington, DC, US
World Wildlife Fund (WWF), the world’s leading conservation organization, seeks an Executive Assistant to support the Chief Scientist and SVP at our Washington, DC office. For more than 50 years, The World Wildlife Fund (WWF) has been protecting the future of nature. The world’s leading conservation organization, WWF works in 100 countries and is supported by 1.2 million members in the United States and more than five million supporters globally. WWF’s unique way of working combines global reach with a foundation in science, involves action at every level from local to global, and ensures the delivery of innovative solutions that meet the needs of both people and nature. WWF is an international leader in advancing the conservation to support the needs of people through a unique, comprehensive set of programs that leverages our presence in many countries and embraces partnerships with various stakeholders, while incorporating market-based initiatives. WWF is undertaking this work in the context of its latest strategic plan. You can be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and a focus on results are a way of life.
Provides confidential administrative and operational support to the executive for all aspects of the Science and Innovation Program using extensive knowledge of WWF’s policies, organization, and a high level of technical skill. This position operates with considerable independent judgment and initiative, and contributes to the efficient and successful and smooth functioning of the program.
1) Administrative support
- Coordinates and maintains calendar for the Senior Vice President on Outlook, reconciling conflicts weeks ahead. Coordinates all aspects of meetings, travel, trainings, and other events.
- Organizes and attends regular team meetings; coordinates and communicates logistics for team staff; drafts and distributes agenda and supporting materials to attendees in timely manner
- Monitors deadlines, follow up on delegated tasks, and provide appropriate reminders. Coordinates any mailings or other distributions of information from the Science and Innovation Program, both internally and externally.
- Makes high-level contacts of a complex and confidential nature both inside and outside the organization. Answers complex inquiries requiring detailed knowledge of program procedures. Screens, routes, answers phone calls and responds to routine and non-routine requests with discretion. Attends internal and external meetings as representative of the department and provide appropriate summaries and follow-up.
- Drafts letters and other materials for staff, inter-department meetings, and outside individuals. Proofreads and edits documents, reports, proposals and presentations. Assists with preparation of proposals and presentations.
- Provides general administrative support, including note taking at meetings, photocopying, distributing materials, ordering publication, and requisitioning office supplies. Maintains all the paper and electronic filing systems of the office, ensuring up-to-date versions of documents such as strategic plans, individual work plans, job descriptions and contracts are easily accessible and maintained.
- Tracks all personal expenses and prepares monthly expense reports within 5 days of receipt of receipts.
- Works with team in coordinating staff recruiting including organizing information associated with the recruiting process (track process, resumes, writing samples, etc.), scheduling interviews, attend appropriate interviews, consult in selection process.
- Continually updates and manages the contact list for the SVP
- Assists the media and communications staff to promote program strategy work with reporters and influence leaders, and through a variety of outlets including the website2) Project and Contract Management
- Supports the development, administration, and monitoring of contracts for consultants, including assistance in writing and signing contracts, working with the finance department to ensure payments of invoices and with consultants to ensure the obligations of contracts are fulfilled.
- As requested, conducts internet research on specific issues to provide SVP with most relevant information.
- Aids in coordinating projects with other WWF programs and offices as well as external partners.
- Performs special projects and other duties as assigned.
2) Finance/Budget Management Support
- Works with program staff, finance staff and development staff to assist the SVP in preparing and monitoring the annual budget and expenses against that
- Assists with data and background information for budget process. Prepares and reviews expense reports, budget updates, and bills. Collects information and maintains logs, records or lists as needed.
- Works with finance staff to ensure contract payments are made on time.
3) Operations Management
- Plans and coordinates team meetings and retreats with the SVP
- Coordinates performance evaluation process for the SVP’s direct reports.
- Maintains team organizational chart, distribution lists, vacation schedules, etc.
- Assists the SVP with all key hire recruiting and on-boarding processes. Develop job descriptions according to internal guidelines and post on internal website with consultation from Director of Operations. Review submissions and cull to minimal amount of appropriately qualified candidates for her review. On-board new staff:
- Assists with research, drafting and preparing annual reports, presentations, and public comments for internal and external purposes.
- Applies excellent organizational, communication, and planning skills in preparing correspondence and reports, responding to requests for information, and helping to coordinate activities and projects among staff members
- Bachelor’s degree required. Five years of demonstrated and progressively responsible experience in administrative positions, including two years in an executive office is a must.
- High degree of knowledge, competence, and administrative skills, including good organizational and analytical skills.
- Ability to operate with considerable independence, take initiative, prioritize, and meet deadlines is required.
- Effective writing ability necessary to prepare and edit correspondence and other documents. Excellent interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
- Knowledge of MS Office Suite (Outlook, Word, PowerPoint, and Excel), SharePoint, WebEx, Skype for Business and similar programs is required.
- Please visit our Careers Page, job#16059, to submit an online application including resume and cover letter
- Due to the high volume of applications we are not able to respond to inquiries via phone
As an EOE/AA employer, WWF will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, and veteran or disability status.