World Wildlife Fund (WWF), one of the worldโs leading conservation organizations, seeks a Senior Assistant, Forests
Major Function
The Senior Assistant (SA) provides professional administrative support to WWFโs Forests Forward Team. Forests Forward is a program that engages companies around the world to help them reduce their forest footprint and support other on-the-ground actions to keep forests thriving for people, nature, and climate. The SA will work closely with the Program Officer for Operations to ensure an elevated level of efficiency and functionality is provided to senior leaders of the Forests Forward Team. Tasks include coordinating meetings and events, managing web content, and utilizing office management software. The SA will bring experience in calendar management and system processes along with provisions of operating systems which intersect within teams. The SA is an experienced collaborator and is enthusiastic about helping others, but also adapts to working independently. The SA will demonstrate proficiency in administrative and organizational skills, and detailed knowledge of the organization policies and programs.
Responsibilities
Calendar Management & Meeting Support: Manage the daily calendar of appointments for the Senior Director for Corporate Engagement; coordinate meeting schedules for specific members of the Forests Forward team; assist with special events duties such as coordinating participant invitations, space and equipment set-up, AV needs, catering, and material preparation; may assist with scheduling other team meetings and presentations as needed.
Financial/Agreement Support: The SA will review and process payments for credit cards transactions, invoices, and reimbursements; determine the proper coding into financial system through coordination and consulting with Program Operations & Accounting staff. In addition to reclassing and tracking payments using the WorkDay system, the SA will serve as a โteam expertโ for the initiation and creation of new consultancy, travel, and/or grant agreements using the SmartSimple system. This entails verification of bank details with new vendors and consultants; liaising with Program Operations for status updates on payments, financial, and technical deliverable, and serving as a point person for the technical officer for internal and external related inquiries.
SharePoint & Teams Sites: The SA will assist with maintaining the general Forests Teamโs intranet and SharePoint sites by updating travel approval and team calendar forms; the SA may assist with maintaining the Forests Forward team directory, updating, and archiving documents on Microsoft Teams, updating forms, templates, biographies, and other content as needed.
Travel Coordination: The SA will coordinate and make travel arrangements for the Senior Director and selected other members of the Forests Forward Team ensuring visa requirements and preparations are complete. In coordination with WWFโs travel agency, review and propose flight recommendations, produce travel itineraries, and other supporting travel documents, as necessary.
General Administrative Duties: In addition to the responsibilities above, the SA will order office supplies; coordinate mailings; the production and distribution of documents; greet visitors and provide set-up and support for in-person and virtual/ hybrid meetings; the SA is expected to be knowledgeable in operating IT and AV equipment within WWFโs conference rooms.
Other duties as assigned: The SA will also perform other tasks or projects assigned by the manager.
Qualifications
A high school diploma (bachelorโs degree is highly preferred) with a minimum of 5 years of demonstrated and progressively responsible experience within the administrative/clerical/office professional field. Proficiency in Microsoft 365 and video-conferencing platforms (i.e., Zoom, Teams, etc.)Experience using software applications, i.e., Workday, SmartSimple, SharePoint, Microsoft Power App, Microsoft Power Automate, Microsoft Forms, and Airtable, preferred.Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare correspondence.Strong interest in a career path as an Administrative Professional.
Behavioral Competencies
Persistence is essential to navigating through the organizationโs systems and processes.Adaptability to adjust to changing priorities and multiple requests while meeting the needs of the team.Reliability to prioritize and see assigned tasks to completion with minimal supervision and meet deadlines.Interpersonal Communication/Collaboration is required for courtesy, tact and diplomacy when engaging other departments and stakeholders for internal and external meeting coordination pertaining to the teamโs goals.Initiative to proactively take charge or instinctively provide a resolution for conflicts which occur frequently in managing schedules.Committed to building and strengthening a culture of inclusion within and across teams.Identifies and aligns with WWFโs core values: Courage: We demonstrate courage through our actions, we work for change where itโs 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.
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 #24070Due 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 applicantโs 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.