World Wildlife Fund (WWF), one of the worldโs leading conservation organizations, seeks a Senior Assistant, Freshwater
Major Function
As a member of the Freshwater & Food Support team (FAFS), the Freshwater Senior Assistant reports into the Sr. Operations Specialist and provides administrative support and coordination on the initiative and full team level, as well as to the Deputy, Freshwater. This position handles a variety of standard and frequently complex administrative duties, accounting tasks and special projects, requiring great attention to detail, organizational skills, and the ability to digest information and build organizational, procedural, and programmatic knowledge to advance the teamโs work.
Responsibilities
Scheduling Coordination & Communication: When in the office, answers and routes phone calls, greets visitors, prepairs mailings and handles a variety of internal and external requests. Schedules meetings using Microsoft Outlook and sets up in-person, hybrid or virtual meetings via Zoom and/or Microsfot Teams for supervisor(s) and staff. Manages own Outlook inbox and calendar as well Deputy and Freshwater managers' calendars as needed. Answers complex inquiries requiring detailed knowledge of departmental procedures. Regularly composes correspondence for self and others. Composes complex documents for others, such as presentations, outgoing agreements, personnel records, Comms assets, and other materials.Financial & Agreement Support: Reviews and processes payments for credit card transactions and invoices, inputs proper coding into the financial system, prepares check and/or wire requests, handles reclassifications, and serves as the liaison with accounting to track payments. Monitors expense reports against budget, seeking explanations for significant variations. Executes contract and agreements process in the organizational agreements portal in support of technical leads. Assists supervisor with developing preliminary data and background information for the budget preparation process. May assist with compiling input for proposals and preparing for presentations.Information Collection & Organization: Collects information, meeting notes, and meeting recording to further team knowledge management with tools such as Microsoft Suites and other specialized databases such as SharePoint and Airtable. Reviews, validates, and inputs data collected or provided by others. Identifies any problems with the data and coordinates with others to resolve problems as needed. Follows up on next steps from meetings and tracks progress.General Office and Administrative Support: Makes travel arrangements for Deputy and Freshwater managers via Altour; handles the administrative aspect of new employee set-up; orders office supplies; coordinates mailings, production, and distribution of documents, reports, and other materials. Performs miscellaneous office tasks. Performs other duties as assigned.Team Events & Comms Collaboration: Contributes to planning and running Freshwater management and team meetings, virtual, hybrid initiative and in-person. Coordinates other meetings/conferences/special events, including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Supports or leads cross-collaboration projects with the F&F Communications team as needed.Performs other duties as assigned.Qualifications
A Bachelorโs degree with 2-5 years of demonstrated experience in an administrative assistant role is required. Above average experience using Word, PowerPoint, Excel, and specialized databases to create documents, reports, and logs is required.Must possess strong organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.Must have Interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with staff, callers, and visitors.Must have expereince arranging meeting and events coordination.Must have experience processing payment, invoices, tracking payments, and expense reporting.Must have strong attention to detail skills.Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.Committed to building and strengthening a culture of inclusion within and across teams.Commitment to the Freshwater & Food teamโs efforts around Justice, Equity, Diversity, and Inclusion (JEDI).Identifies and aligns with WWFโs core values: COURAGE โ 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 โ 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 โ 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 โ 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 #23115Due 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.