Executive Assistant - 23099

Overview

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Executive Assistant.

Major Function

The Executive Assistant is based out of our Washington, DC office and is responsible for a variety of standard and frequently complex administrative duties. The Executive Assistant will support the SVP of Oceans and will also support key high-level members of the oceans team.  Accounting tasks and special projects may be assigned to ensure the smooth functioning of department or program.  Administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies will be key to success in the role.  Communicates on a daily basis with the department staff, staff from other departments, as well as external partners, such as donors and government agencies, will be required to coordinate activities, and obtain and disseminate information.

Responsibilities

• Coordinates and maintains calendar for the executive. Coordinates all aspects of meetings, travel, trainings, and other events. Monitors deadlines, follow up on delegated tasks, and provide appropriate reminders. Coordinates any mailings or other distributions of information from the department, 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 department procedures. Screens, routes, and answers phone calls and, 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, memoranda and other materials for staff, inter-department meetings, and outside individuals. Prepares background materials for meetings. Proofreads and edits documents, reports, proposals and presentations. Assists with preparation of proposals and presentations.  Updates team SharePoint site.
• 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.
• Provides general administrative support, including note taking at meetings, typing, faxing, photocopying, distributing materials, ordering publications, and requisitioning office supplies. Maintains complex files and file record for the department.
• Manage SVP’s calendar; schedule in-person and remote meetings for SVP and Deputy Director; interface with SVP office and other senior staff on requests/needs involving SVP; manage SVP travel/bookings; prepare agendas for Oceans team meetings
• Performs special projects and other duties as assigned.

Qualifications

• Bachelor’s degree or equivalent work experience. Five years of demonstrated and progressively responsible experience in administrative positions, including two years in an executive office.
• High degree of knowledge, competence, and secretarial skills, including good organizational and analytical skills.
• Ability to operate with considerable independence, take initiative, prioritize, and meet deadlines.
• 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.
• Outlook/calendar, advanced Word, PowerPoint, strong organizational skills and attention to detail; solid writing skills; good at multitasking; responsive & proactive
• Ability to operate standard office machines and equipment, including computers, fax machines, copiers, and telephone system. Ability to type at least 40 words per minute.
• Takes initiative, is a problem solver/is resourceful, quick learner and has good judgment with balancing priorities.
• Works closely with another SAAs on the team in support of the overall Oceans team.
• The role requires managing a complicated calendar for the SVP as a central need.  Many internal and external meetings.
• The team is seeking someone who is a comfortable and poised communicator with our team members, across teams, with external partners & donors.
• Demonstrated experience using ability to use word processing and spreadsheet software packages to create documents, reports and logs. Some knowledge of database packages preferred.
• Ability to type at least 40 words per minute (actual typing speed required may vary depending on the individual position requirements).
• Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
• Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
• Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
• Experience with calendaring and coordinating travel arrangements is desired
• 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.

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 #23099**
• 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, 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.