World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Senior Administrative Assistant for our Global Science Department, at our Washington, DC office. This position performs a variety of standard and frequently complex administrative duties, accounting tasks and special projects to ensure the smooth functioning of the department using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies.
Areas of Responsibility:
- Communication - Interacts on a daily basis with the department staff, colleagues from other departments, WWF Network staff, and external partners such as donors and academic institutions, to coordinate activities, and obtain and disseminate information. Answers and routes phone calls, greets visitors, and handles a variety of requests. Arranges meetings and makes appointments for supervisor(s) and staff. Answers complex inquiries requiring detailed knowledge of departmental procedures.
- Coordinate meetings/conferences/special events – Arranges meetings including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Will schedule in coordination with international staff in different time zones.
- Document review and preparation – Regularly composes correspondence for self and others. Composes complex documents for others such as presentations using PowerPoint, and ensures they are correct and accurate. May help collate and proofread proposals and contracts.
- Recordkeeping - Collects information and maintains logs, records or lists on a regular or ad-hoc basis using word processing, spreadsheet or database software. 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.
- Financial accountability - Assists supervisor with developing preliminary data and background information for budget preparation process. Monitors expense reports against budget, seeking explanations for significant variations; forwards questionable items to supervisor. Reviews bills and invoices. prepares check and/or wire requests, for supervisor and senior staff. May compile and review financial reports submitted by others.
- General office duties - Makes travel arrangements; coordinates mailings, production of documents, reports and other materials, and distribution of materials. May require extensive coordination with parties in the field or important members/donors. Coordinates meetings/conferences, including coordinating catering and preparing materials. Performs miscellaneous office duties including typing, filing, faxing, photocopying, collating and distributing materials, and sorting and distributing mail. May screen and prioritize mail for other staff. May assign work and coordinate projects performed by part-time and temporary staff; provides general orientation and training.
- May oversee other support staff or temporary staff performing duties described above.
- Performs other duties as assigned.
Educational Background:
A high school diploma plus 5 years of demonstrated and progressively responsible work experience in an administrative assistant or secretarial position is required.
Applicants with bachelor’s degree plus at least 2 years of relevant work experience will also qualify for the role.
Skills/Experience:
- Experience with calendaring and coordinating travel arrangements is essential.
- Demonstrated experience using word processing and spreadsheet software packages to create documents, reports and logs. Some knowledge of database packages preferred.
- Ability to type at least 40 words per minute.
- Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
- Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
- Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
- Demonstrated ability to use Microsoft office suite. Strong PowerPoint skills are a plus.
Job Function:
Organization Info
Listing Stats
Post Date:
Jun 12 2019
Active Until:
Jul 12 2019
Hiring Organization:
World Wildlife Fund
industry:
Nonprofit