Senior Administrative Assistant, Oceans - 22141
World Wide Fund for Nature
Washington, DC, United States
30+ days ago
The Senior Administrative Assistant is based out of our Washington, DC office and is responsible for a variety of standard and frequently complex administrative duties. The Senior Assistant also supports accounting tasks and special projects to ensure the smooth functioning of department or program using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies. Communicates on a daily basis with the department staff, staff from other departments, as well as external partners, such as donors and government agencies, to coordinate activities, and obtain and disseminate informationResponsibilities:
- Document review and preparation - Regularly composes correspondence for self and others. Composes complex documents such as reports for others. Ensures documents are correct and accurate. May help prepare proposals and contracts.
- 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, and invoices and prepares check and/or wire requests. May compile and review financial reports submitted by others.
- 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.
- Report preparation - Using information compiled in logs, records or lists, prepares reports for internal staff, as well as members, donors and government staff by preparing tables and charts, calculating statistics, interpreting data and assisting in writing results. May assist with compiling input for proposals and preparing for presentations.
- 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.
- Performs other duties as assigned.
- A high school diploma plus or equivalent to 5 years of demonstrated and progressively responsible work experience in an administrative assistant or secretarial position is required. A person with bachelor’s degree plus at least 2 years of relevant work experience may be substituted for 3 years of experience.
- Demonstrated experience using ability to use 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 (actual typing speed required may vary depending on the individual position requirements).
- 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.
- Experience with calendaring and coordinating complex travel arrangements is desired
- Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect & Collaboration
- Demonstrates courage by speaking up even when it is difficult, or unpopular.
- Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable.
- Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement.
- Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals.
- Submit cover letter and resume through our Careers Page, Requisition #22141
- 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.