World Wildlife Fund (WWF), one of the worldโs leading conservation organizations, seeks a Senior Assistant
Major Function
The Senior Assistant (SA) will support WWF Forest Teamโs work to address threats and conserve the worldโs forests to sustain natureโs diversity, benefit our climate, and support human well-being. The SA will work closely with the Sr. Executive Program Operations Specialist to ensure an elevated level of efficiency and functionality is provided to senior leaders of the Forest Team by promoting coordination and cohesion across the team and fostering internal and external relationships for the success of several sub-teams, including but not limited to the Team Management Unit, Amazon, Infrastructure, and Congo Basin Teams. 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: Responsible for maintaining schedules for specific members of the Forest Leadership Team and the broader Forest Team by organizing meetings and appointments, team meetings and presentation series, annual retreats, special events, participant coordination, space and equipment rental, AV needs, catering, and material preparation.
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 deliverables, and serving as a point person for the technical officer for internal and external related inquiries.
SharePoint & Teams Sites: The SA will oversee and maintain the Forest Teamโs intranet and depot sites by updating travel approval and team calendar forms, maintaining team directory, updating, and archiving document repositories, collaborating with initiative leads and the communications team for accuracy of content related to the forest initiatives, updating photos, and updating the team calendar.
Travel Coordination: The SA will coordinate and make travel arrangements for senior leaders ensuring visa requirements and preparations are complete. In coordination with ALTOUR, review and propose flight recommendations, produce travel itinerary, compilation of travel materials and other supporting travel documents, as necessary.
General Administrative Duties: In addition to the responsibilities referenced above, the SA will order office supplies, coordinate mailings, the production and distribution of documents, greet visitors, provide basic IT support, and manage a variety of internal and external requests.
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, preferred.Behavioral Competencies Superb diligence is essential to navigating through the organizationโs systems and processes.Adaptability to adjust to changing priorities and multiple requests while still 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 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 #24055Due 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.