Assistant, COO’s Office - 23122

Overview

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks an Assistant, COO’s Office to provide direct administrative support for the Integrity & Risk team by helping to organize projects, maintaining confidential materials and assisting with tracking finances. The Integrity & Risk team is a new and growing team, reporting to the COO at WWF, that supports and promotes a culture of integrity, risk mitigation, and accountability.

Responsibilities

The primary focus of this role is to provide administrative support:

• Administrative duties: Compile and organize notes for senior level staff members, perform office duties including typing, filing, photocopying, collating, and distributing materials, and sorting and distributing mail. Maintain an organized filing system for confidential and sensitive documents.
• Scheduling meetings and events: including sending digital invitations, reserving conference rooms, preparing materials meeting materials, and arranging catering. Assist in the preparation of presentations and other materials, including documents of a confidential nature.
• Coordinating travel logistics: Coordinate domestic and international travel arrangements for the team, including booking flight and hotel accommodations, organizing meetings and excursions, and organizing detailed itineraries.
• Department accounting and budgeting support: Provide support with compiling expense reports, setting up supplier accounts, and paying invoices.

A secondary component of this role involves providing programmatic support:

• System design support: Assist the Senior Director and other key stakeholders as they design systems and processes for integrity, risk mitigation, and accountability. Provide administrative assistance in the development of investigation, safety and security, and risk mitigation initiatives and programs. Support the development of an incident management system to include coordination and communication with internal and external stakeholders on technical requirements.
• Research and data management: Organize and prepare reports for key stakeholders, including those related to incident management and Audit Committee reporting. Develop education and outreach materials for both internal and external audiences regarding culture, values, risk, and other related initiatives. Provide project management support by researching information, creating new materials, and maintaining internal databases. Organize and process contracts and invoices for consultants and vendors.
• Project Coordination support: Coordinate meeting and project details for multiple stakeholders including partners, donors, Board members, country office staff, and other internal and external groups.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree required.

• Must have at least two years of experience, preferably in an administrative or program support role.

• Interest in risk management and organizational culture is a plus.

• Must be able to handle confidential and sensitive information.

• Strong skills with the full Microsoft Office Suite to create documents, reports, presentations, and logs.

• Ability to multitask, work in fast-paced environment, and meet deadlines is required.

• Impeccable organization and analytical skills to maintain files and track expenses is key for this role.

• Strong written and verbal communications skills required. Must be able to proofread and edit documents and prepare correspondence and presentations.

• Excellent interpersonal skills required as role interacts with internal and external groups and individuals, callers, and visitors.

• Demonstrated project management and strategic thinking desired to ensure priorities are achieved.

• Ability to take initiative, prioritize, and work independently with minimal supervision.

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

• Identifies and aligns with WWF’s core values: Courage, Integrity, Respect, and Collaboration:

• Demonstrates courage by speaking up even when it is difficult, or unpopular.

• Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable.

• Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement.

• Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals.

Please Note: We are looking to fill this position as quickly as possible. Applications will be reviewed as soon as they are received.

WWF is committed to maintaining a safe and healthy workplace and requires all US-based staff to be fully vaccinated for COVID-19.  WWF will consider requests for accommodation from the vaccine requirement based on disability, medical contraindication, sincerely held religious belief, or any other category protected by federal, state, or local law.

To Apply:

• Submit cover letter and resume through our Careers Page,  Requisition #23122
• Due to the high volume of applications we are not able to respond to inquiries via phone
• For details regarding the great benefits offered at WWF: https://www.worldwildlife.org/pages/wwf-benefits

As an EOE/AA employer, WWF will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, age, marital status, genetic information, sexual orientation, gender identity and expression, disability, or protected Veteran status. WWF values diversity and inclusion and welcomes diverse candidates to apply.