World Wildlife Fund (WWF), one of the world’s leading conservation organization, seeks an Executive Assistant, for Private Sector Engagement, at our Washington, DC office. The Executive Assistant provides confidential administrative support to the Senior Vice President and Senior Director using extensive knowledge of WWF’s policies, organization, and a high level of technical skill. They also operate with considerable independent judgment and initiative and contributes to the efficient and successful functioning of the department.
The Executive Assistant will spend half of their time supporting the executives to prepare for meetings and conferences, which could include catering arrangements, facilitating communication between members of the team, members from other departments, as well as external partners, and preparing necessary materials and packets of information. The other 25% of the time the role will consist of managing the executives’ complex calendar schedule and managing the constantly shifting priorities. The remaining 25% of the time will consist of managing the executives’ busy travel schedule, as well as processing the expense reports.
Executive and Administrative Support
- Coordinates and maintains calendar for the executive and select team members, including the Sr. Director, Private Sector Engagement.
- For the executive, coordinates all aspects of meetings, travel, trainings, and other events including the prompt filing of expense reports. Maintains calendar of executive to optimize time and to facilitate the exchange of information, reconciling conflicts proactively. Coordinates regular PSE staff meetings. Drafts and distributes agenda, notes and supporting materials to attendees in a timely manner. Coordinates any mailings or other distributions of information from the department, both internally and externally.
- For the Sr. Director and select team members, supports meetings, processes expense reports and gives other support as needed.
- Manages senior assistant to ensure PSE team has sufficient administrative support on all aspects of work (e.g. events, expense reports, travel support).
- Monitors incoming email and requests. Updates and manages executive’s contacts and to do list, monitors deadlines, follows up on delegated tasks and provides proactive reminders.
- Drafts and distributes presentations, letters, memoranda and other materials for staff, inter-department meetings, and external audiences.
- Prepares background materials for meetings. Proofreads and edits documents, reports, proposals and presentations. Assists with preparation of proposals and presentations. Attends internal and external meetings as representative of the department and provides appropriate summaries and follow-up.
- Makes high-level contacts of a complex and confidential nature both inside and outside the organization (e.g. other executive assistants).
- Coordinates with relevant staff to ensure datapoints from executive interactions are entered into constituent resource management program on a regular basis.
- Drafts and finalizes consulting agreements and intra network grant agreements ensuring adherence to policies and procedures and working closely with Program Operations.
- Performs special projects and other duties as assigned.
Operations and Office Support
- Works with executive and Sr. Director, Private Sector Engagement to streamline administrative and operations functions across the team.
- Maintains, organization chart, distribution lists and annual leave schedules and team calendar as needed.
- Works with select staff to support the planning and logistics for team meetings and retreats.
- Coordinates performance evaluation process for the executive’s direct reports.
- Helps coordinate staff recruiting and onboarding on behalf of SVP, including organizing information associated with the recruiting process (e.g., track process, collate candidate materials, schedule interviews, coordinate recruiting meetings and consults in selection process) and ensuring new hires are successfully onboarded.
- Assists communications staff to provide information and follow up in the promotion of PSE and our partners.
- Performs special projects and other duties as assigned.
- The position requires 10 years of demonstrated and progressively responsible experience in administrative positions, with ideally 2 of those years supporting an executive office.
- University degrees can substitute for years of experience:
- Those with a Bachelors qualify with 5 years of relevant work experience
- Those with a Masters degree qualify with 3 years of relevant work experience
- High degree of knowledge, competence, and secretarial skills, including good organizational and analytical skills.
- Ability to operate with considerable independence, take initiative, prioritize, and meet deadlines is a must
- Dedicated acumen for attention to detail, proactive problem solving and critical thinking is required.
- Effective writing ability necessary to prepare and edit correspondence and other documents.
- Excellent interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
- Ability to operate standard office machines and equipment, including computers, fax machines, copiers, and telephone system. Ability to type at least 60 words per minute.
- Experience managing staff is desired as the person in this role will be supervising 1 direct report