Senior Administrative Assistant to the Office of the COO - 23018
World Wide Fund for Nature
Washington, DC, United States
30+ days ago
The Senior Assistant is based out of our Washington, DC office and is responsible for a variety of standard and frequently complex administrative, scheduling, and project-based duties. The Senior Assistant’s core tasks include managing the calendar of the Chief Operating Officer (COO) and providing direct administrative and financial support to the COO’s office.
- Maintains the calendar for the COO and compiles daily briefing materials to ensure meeting participants are well prepared and informed.
- Correspond with and coordinate meeting and project details across a wide range of stakeholders including but not limited to partners, donors, Board members, country office staff, and other internal and external groups as needed.
- Organize meetings and events, including scheduling, sending digital invitations, setting up conference rooms, preparing materials, and coordinating catering if appropriate.
- Coordinate domestic and international travel by managing flight and hotel accommodations, organizing meetings and excursions, and compiling information into detailed itineraries.
- Manage finances for the COO including compiling expense reports, setting up supplier accounts, and paying invoices.
- Manage contracts with consultants and vendors.
- Provide administrative support to meetings including compiling and organizing notes for the COO as needed.
- Perform miscellaneous office duties including typing, filing, photocopying, collating, and distributing materials, and sorting and circulating mail for the COO’s office.
- Perform other duties as assigned.
- 5-7 years of demonstrated and progressively responsible work experience in an administrative assistant position is required or a bachelor’s degree plus at least 2 years of relevant work experience may be substituted.
- Ability to take initiative, prioritize, and successfully complete work and meet deadlines with minimal supervision.
- Demonstrated project management and strategic thinking desired to ensure priorities are achieved.
- Ability to remain focused and move tasks forward while adapting to new systems and processes in a frequently changing and fast-paced environment.
- Impeccable organization and analytical skills to maintain files and accurately budget expenses.
- Strong communications and interpersonal skills required across written and verbal mediums as one of the front-facing positions in the office. Tasks could include courteously interfacing with all manner of internal and external groups and individuals, callers, and visitors; proofreading documents; preparing correspondence; preparing presentations; providing quality assurance.
- Demonstrated experience using the full Microsoft Office Suite to create documents, reports, presentations, and logs.
- Committed to building and strengthening a culture of inclusion within and across teams.
- Identifies and aligns with WWF’s core values: Courage, Integrity, Respect, and 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 #23018
- 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.