The Administrative Associate Specialist on the Media & External Affairs (MXA) team performs a variety of standard and frequently complex administrative and secretarial duties related to implementing external communications and media strategies. This includes a special focus on administrative support for the Vice President, administrative responsibilities for the MXA team as a unit, and media relations projects to ensure the smooth functioning of the team to advance WWF’s conservation priorities.
Areas of Responsibility:
- Supports the Director of Operations in all administrative projects. This includes, but is not limited to, scheduling travel, arranging meetings, preparing [often confidential] documents, presentations and briefings, assisting with financial tasks (including the processing of credit card transactions) and performing other duties as assigned.
- Performs core administrative and operational duties for the team. This includes, but is not limited to, onboarding new staff and interns, keeping the media space well organized and supplied, scheduling team meetings and disseminating notes, managing vendor relationships, and identifying professional development opportunities. May assign work and coordinate projects performed by part-time and temporary staff. Handles other operational duties as assigned.
- Under the supervision of the Director of Operations, manages the budgetary needs for the media & external affairs team. This includes, but is not limited to, creating and finalizing contracts, processing invoices, processing credit card transactions, and managing team subscriptions and vendor services, among other tasks.
- Performs core media relations tasks to help advance MXA team strategies. This includes, but is not limited to, handling incoming, reactive media and student inquiries as appropriate, maintaining accurate and up-to-date journalist and outlet lists, monitoring and reporting for short-term campaigns and long-term (monthly and annual) team reports, and researching emerging media trends. This also includes creating and distributing a weekly staff newsletter highlighting top media hits and managing the MXA-related pages on the WWF website. Handles other media relations activities and projects as assigned.
- Under the supervision of the Director of Operations, helps facilitate WWF-US staff presence at external events. This may include, but is not limited to, material preparation, supply organization, staff preparation, among other tasks.
- Leads on special projects and initiatives related to the MXA team and Marketing & Communications division, as needed. Works closely with other individuals within the division and other departments on a regular basis for strong team coordination, and assists other departments as needed.
- While travel is limited, special domestic or international travel may occur and attendance at relevant conferences and events may be required.
- Performs other duties as assigned.
Educational Background:
A bachelor’s degree and at least 7 years professional experience [in communications or administrative field a plus.]
Skills/Experience:
- Demonstrated technical knowledge and ability to use Microsoft Office Suite and specialized databases (i.e. Cision).
- Strong written and oral communications skills needed.
- Extremely strong organizational and analytical skills a must.
- Demonstrated knowledge of effectively managing an operational budget.
- Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with others and build strong working relationships a must.
- Highly-motivated self-starter who knows how to be proactive and take projects and run with them with minimal supervision. Someone who sees the bigger picture and proactively identifies needs for the team a must.
- Flexibility and adaptability are key to being successful on a fast-paced team and work environment.
- Knowledge of the ever-changing media landscape a plus.
Job Function:
Organization Info
Listing Stats
Post Date:
Aug 9 2019
Active Until:
Sep 9 2019
Hiring Organization:
World Wildlife Fund
industry:
Nonprofit