World Wildlife Fund (WWF), the world’s leading conservation organization, seeks an Administrative Assistant (AA) at our Washington, DC office. This position performs a variety of standard and frequently complex administrative duties and responsibilities for supervisor(s) to ensure the smooth functioning of office, department, or program using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies.
Specifically, the AA will support WWF’s growing WWF Global Environment Facility (GEF) and WWF Green Climate Fund (GCF) teams in Washington, DC within the Policy and Government team. The AA will join a dynamic and fast-paced team focused on managing implementation of multimillion dollar portfolios dedicated to assisting developing country governments protect their environment. As the two largest public global funds for the environment, the WWF GEF and GCF teams embrace a multicultural and global work environment in support of national governments and WWF offices across the globe. Due to the similar nature of the GEF and GCF team and administrative needs, the AA is expected to support both teams evenly.
- Communications – Supports outgoing communication, such as formal correspondence; maintains/updates GEF and GCF agency websites; assists with communications within the WWF Network; coordinates mailings and production of documents; facilitates distribution of materials.
- Reporting and Report Tracking - Assists with formal reporting and communication to the GEF and GCF Secretariat; may assist in document review and reports or proposal preparation; tracking of report and other due dates.
- Logistical support and scheduling - Handling a variety of internal and external requests, arranging meetings, making appointments for supervisor(s) and staff; organizing small and large events hosted by, or attended by, the WWF GEF and GCF teams. Manages reoccurring and ad hoc meeting and teleconference scheduling using different types of technology; assists WWF GEF and GCF teams travel arrangements. Provides additional logistical support as assigned.
- Financial accountability and administration – Backstops senior staff with team operations budgeting, bills and invoices, shipping and logistics, and prepares expense reports. May compile and review financial reports submitted by others. Support teams with the preparation of GEF and GCF related contracts.
- Performs miscellaneous office duties and other duties as assigned
- Two years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position is required. Candidates without a bachelor’s degree will still be considered, but must have at least 5 years of administrative or secretarial experience.
- Experience with maintaining and managing websites is desirable;
- Willing to adjust work schedule in order to accommodate working with colleagues in different time zones around the world;
- Demonstrated ability to use meeting scheduling and teleconference technology (e.g. WebEx, Skype, Zoom, teleconference phone systems, and other meeting room technology), word processing and spreadsheet software packages to create documents, reports and logs. Some knowledge of project management packages preferred;
- Exceptionally strong organizational and analytical skills, including a very keen eye for detail for proofing and editing documents;
- Strong English speaking and writing ability necessary to prepare concise correspondence;
- Interpersonal skills requiring patience, courtesy, tact and diplomacy necessary to effectively communicate within a multicultural team, WWF network colleagues, and with senior government partners from around the world;
- Ability to take initiative, prioritize, complete work with minimal supervision, and meet deadlines;
- Must be willing to occasionally travel internationally for up to two weeks at a time;
- Proficiency in Spanish or French is desired.