WWF Washington, DC Senior Administrative Assistant - 21035 in Washington, District Of Columbia
World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks an Administrative Assistant for Earth for Life, WWF’s largest global protected and conserved areas program. The person in this role will provide overall administrative support to reinforce the smooth functioning of Earth for Life, and its associated workstreams. The Administrative Assistant will perform `a variety of both standard and complex administrative duties and accounting tasks, and provides support to special projects and general office needs using administrative skills, organizational skills, and detailed knowledge of the organization and its programs and policies.
Communication – Responds to and schedules meeting requests for supervisor(s) and staff with internal and external individuals. Answers and routes phone calls, greets visitors, and replies to complex inquiries requiring detailed knowledge of departmental procedures.
General office duties – Manages schedules and makes travel arrangements on behalf of supervisor(s) and team staff. Performs miscellaneous office tasks. May assign work and coordinate projects performed by part-time and temporary staff.
Financial support – Reviews and processes payments for credit cards transactions, out of pocket expenses, and invoices. Inputs proper coding into the financial system, prepares check and/or wire requests, handles re-classes and serves as the liaison with accounting to track payments. Compiles and reviews financial reports submitted by others. Assists supervisor with developing preliminary data and background information for the programmatic budget preparation process. Processes, organizes, and prepares expense reports for input into the financial systems, Workday and Smart Simple software. May monitor expense reports against budget, seeking explanations for significant variations.
Meetings/conferences/special events – Arranges meetings including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Registers supervisor(s) and staff for conferences, workshops, and events.
Document review and preparation – Regularly composes correspondence and program materials including complex documents such as presentations using PowerPoint, ensuring accuracy of content. May help prepare proposals and contracts.
Recordkeeping – Collects programmatic information and maintains records in accordance with policies and procedures, using Microsoft Word, Excel, or specialized databases such as SharePoint and customer relationship management (CRM) software. Reviews, validates, and inputs data collected or provided by others.
Report preparation – Prepares reports for internal staff, as well as members, donors, and government staff by creating tables and charts, calculating statistics, interpreting data, and assisting with drafting results summaries. May assist with compiling input for proposals and preparing for presentations.
Performs other duties as assigned.
A high school diploma plus 5 years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position is required. Applicants with a Bachelor’s degree need only have 2yrs of relevant administrative experience
Must be proficient in the Microsoft Office Suite to create documents, reports and logs.
Must have strong interpersonal skills; requiring courtesy, tact, and diplomacy - to effectively communicate with staff, and visitors.
Must be able to effectively interact with a breadth of international stakeholders, such as civil society partners, foreign officials, donors, and Indigenous or other community leaders
Experience working across different countries and time zones is strongly preferred
Good analytical and writing skills needed to proof and edit documents, and to prepare correspondence.
Strong organizational skills needed to keep track of multiple projects with constantly shifting and competing priorities
Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
Please Note: We are looking to fill this position quickly. Candidates are encouraged to apply by Sunday, February 28th
Submit cover letter and resume through our Careers Page, Requisition #21035
Due 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 applicant’s 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.
External Company URL: www.wwfus.org
Street: 1250 24th St. NW