Overview

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks an 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 Durable Conservation and Finance and the Earth for Life 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. Communication on a daily basis with department staff and 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

• Manage SVP’s calendar; schedule in-person and remote meetings for SVP; interface with SVP office and other senior staff on requests/needs involving SVP; manage SVP travel/bookings; prepare agendas for Earth for Life team meetings.
• 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 responds to routine and non-routine requests with discretion. Attends internal and external meetings as representative of the department and provides 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.
• 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, and meet deadlines. Is resourceful/a problem solver, quick learner, and has good judgement with balancing priorities.
• 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; good at multitasking; responsive & proactive.
• Ability to operate standard office machines and equipment, including computers, copiers, etc. Ability to type at least 40 words per minute.
• Works closely with other SAAs on the team in support of the overall Durable Conservation and Finance/Earth for Life 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, and with external donors & partners.
• Demonstrated experience using ability to use word processing and spreadsheet software packages to create documents, reports, and logs. Some knowledge of database packages preferred.
• 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 committer 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 form the vaccine requirement based on disability, medical contraindication, sincerely held religious belief, or any other category protected by federal, state, or local law.

• Manage SVP’s calendar; schedule in-person and remote meetings for SVP; interface with SVP office and other senior staff on requests/needs involving SVP; manage SVP travel/bookings; prepare agendas for Earth for Life team meetings.
• 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 responds to routine and non-routine requests with discretion. Attends internal and external meetings as representative of the department and provides 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.
• Performs special projects and other duties as assigned.

Key Competencies

1. Diplomatic Interpersonal Communication Skills: This position requires the use of high emotional intelligence and organization savvy to the SVP in enhancing team and interdepartmental communication.
2. Collaboration: This position engages with all levels of the organization for and on behalf of SVP to advance team and organizational goals and initiatives.
3. Proactive Prioritization: helps solve problems and figures out how to move initiatives forward based on SVP, team and organization prioritizations.
4. Reliability /Follow through – must be able to keep track of multiple tasks and deadlines without need for reminders.
5. Organization and Attention to Detail – It is expected in addition to organizing self this person will help identify and implement processes to increase the team’s organization. Due to the high visibility of this position, meticulous attention to detail is required at all times.

Required Skills and Experience

• Bachelor’s degree or equivalent with five years (including two years of prior experience working in an Executive Office) of demonstrated and progressively responsible experience in administrative roles is required.
• High degree of knowledge, competent secretarial skills, including good organizational and analytical skills is required.
• Ability to operate with considerable independence, take initiative, and meet deadlines is required.
• Must be resourceful, problem solver, quick learner, and has good judgement with balancing priorities.
• Effective writing ability is necessary to prepare and edit correspondence and other documents.
• Must have excellent interpersonal skills requiring courtesy, tact, and diplomacy is necessary to effectively communicate with staff, callers, and visitors.
• Must have advances knowledge of MS office Suite to include Outlook/calendar, advanced Word, PowerPoint.
• Strong organizational skills, attention to detail, multitasking, responsive & proactive is required.
• Ability to operate standard office machines and equipment, including computers, copiers, etc. Ability to type at least 40 words per minute.
• Must be able to work closely with other SAAs on the team in support of the overall Durable Conservation and Finance/Earth for Life team.
• Manage a SVP’s complicated calendar, coordinating travel arrangements, and coordinating/scheduling many internal and external meetings for the SVP as needed is required.
• Ability to be a comfortable and poised communicator with our team members, across teams, and with external donors & partners is required .
• Demonstrated experience using ability to use word processing and spreadsheet software packages to create documents, reports, and logs. Some knowledge of database packages preferred.
• 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 – We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
  • INTEGRITY – We live the principles we call on others to meet. We act with integrity, accountability and transparency, and we rely on facts and science to guide us and to ensure that we learn and evolve.
  • RESPECT – We honor the voices and knowledge of people and communities that we serve, and we work to secure their rights to a sustainable future.
  • COLLABORATION – We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

To Apply:

• Submit cover letter and resume through our Careers Page, Requisition #25010
• 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.