Senior Assistant, Earth for Life - 23094

Overview

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

Major Function

The Senior Assistant, Earth for Life is part of a team that collaborates across WWF-US to catalyze “whole of house” efforts to maximize conservation and climate impact for nature and nature’s benefits to people through protected and conserved areas. The team brings expertise in inclusive conservation, strategic planning, area-based conservation finance and blended finance (in coordination with the finance community of practice and interdepartmental efforts such as the Nature-based Solutions platform), structuring transactions, and closing PFPs in support of WWF US Goal Teams and their corresponding “bundles” with Area-Based Conservation programs: Wildlife, Oceans, Forests, Climate, and Freshwater and Food.

The major function of the Senior Assistant is to provide overall administrative support to reinforce the smooth functioning of the Earth for Life (EFL) team. The Senior Assistant role is responsible for performing a variety of both standard and complex administrative duties and accounting tasks and providing support to special projects and general office needs using administrative skills, organizational skills, and detailed knowledge of the organization and its programs and policies.

Responsibilities

• Communication – Responds to and schedules meeting requests for supervisor(s) and staff with internal and external individuals. Answers and routes phone calls, greets visitors, and replies to complex inquiries requiring detailed knowledge of departmental procedures.
• General office duties – Manages schedules and makes travel arrangements on behalf of supervisor(s) and team staff. Performs miscellaneous office tasks. May assign work and coordinate projects performed by part-time and temporary staff.
• Grant and Contract Coordination – Oversees drafting of grant agreement and contracts with consultants and other country offices. Inputs information into the WWF agreement portal and collaborates with technical staff to ensure that necessary information is provided and agreements are progressing. Once agreements are signed, ensures that subgrants to country offices and others are completed in a timely fashion. Tracks incoming financial and technical reports and/or deliverables through the grant and contract cycle.
• Financial support – Reviews and processes payments for credit cards transactions, out of pocket expenses, and invoices. Inputs proper coding into the financial system, prepares check and/or wire requests, manages re-classes and serves as the liaison with accounting to track payments. Compiles and reviews financial reports submitted by others. Assists supervisor with developing preliminary data and background information for the programmatic budget preparation process. Processes, organizes, and prepares expense reports for input into the financial systems, Workday and Smart Simple software. May monitor expense reports against budget, seeking explanations for significant variations.
• Document review and preparation – Regularly composes correspondence and program materials including complex documents such as presentations using PowerPoint, ensuring accuracy of content. May help prepare proposals and contracts.
• Recordkeeping – Collects programmatic information and maintains records in accordance with policies and procedures, using Microsoft Word, Excel, or specialized databases such as SharePoint and customer relationship management (CRM) software. Reviews, validates, and inputs data collected or provided by others.
• Meetings/conferences/special events – Arranges meetings including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Registers supervisor(s) and staff for conferences, workshops, and events.
• Report preparation – Prepares reports for internal staff, as well as members, donors, and government staff by creating tables and charts, calculating statistics, interpreting data, and assisting with drafting results summaries. May assist with compiling input for proposals and preparing for presentations.
• Performs other duties as assigned.

Qualifications

• A high school diploma or equivalent required. Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position is preferred. A Bachelor’s degree may be substituted for two years of experience.
• Demonstrated ability to use Word, PowerPoint, Excel, and specialized databases to create documents, reports, and logs.
• Good organizational and analytical skills needed to proof and edit documents.
• Effective writing ability necessary to prepare correspondence and reports.
• Interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with staff, and visitors.
• Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
• Fluency in written and spoken English is required.
• Fluency in written and spoken language skills in Spanish is preferred.
• 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 #23094**
• 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.