Executive Assistant, Oceans

Job Posting Organization:
The World Wildlife Fund (WWF) is one of the world's leading conservation organizations, dedicated to preserving the natural world and addressing the most pressing environmental challenges. Established in 1961, WWF operates in over 100 countries and has a global network of more than 5 million supporters. The organization focuses on various conservation efforts, including wildlife protection, climate change mitigation, and sustainable development, aiming to create a world where people and nature thrive together. WWF employs thousands of individuals worldwide, working collaboratively with local communities, governments, and businesses to achieve its mission.

Job Overview:
The Executive Assistant, Oceans will play a crucial role in providing confidential administrative and operational support to the Senior Vice President (SVP) and senior leaders of the Oceans team at WWF. This position requires a high level of technical skill and extensive knowledge of WWF's policies and organizational structure. The Executive Assistant will be responsible for coordinating various administrative functions, ensuring the smooth operation of the team, and contributing to a positive workplace culture. The role demands considerable independent judgment and initiative, as well as the ability to work closely with leadership to meet the program's objectives. The Executive Assistant will manage calendars, coordinate meetings, and handle travel arrangements, all while maintaining a high standard of professionalism and discretion.

Duties and Responsibilities:
The duties and responsibilities of the Executive Assistant include, but are not limited to: 1) Executive and Administrative Support: Coordinating and maintaining calendars for the SVP and senior leaders, proactively reconciling conflicts; organizing meetings, travel, and events; preparing meeting materials and itineraries; managing communications and logistics for team meetings; drafting and distributing agendas and notes; monitoring incoming emails and requests; tracking expenses and preparing reports; maintaining filing systems; and providing general administrative support. 2) Operations and Office Support: Streamlining administrative functions across the team; maintaining organizational charts and team calendars; coordinating logistics for team meetings and retreats; assisting with expense reports and payments; and performing special projects as assigned. 3) Planning and Program Operations Support: Collaborating with program operations and finance staff to prepare and monitor annual work plans; aligning budget and expenses; supporting the drafting of scopes of work and monitoring deliverables; and ensuring timely processing of invoices and agreements.

Required Qualifications:
Candidates must possess a Bachelor’s degree or equivalent, along with five or more years of progressively responsible administrative experience, including at least two years supporting an executive office. A high degree of knowledge and application of executive and administrative competencies is required, including excellent organizational and analytical skills. The ability to operate independently, prioritize tasks, and demonstrate flexibility in supporting shifting priorities is essential. Candidates should have strong attention to detail, problem-solving skills, and experience scheduling international meetings and travel. Proficiency in budget management and finance-related tasks is also necessary, along with effective communication skills, both written and verbal. Advanced knowledge of MS Office 365 and experience with CRM databases are preferred.

Educational Background:
A Bachelor’s degree or equivalent is required for this position. The educational background should ideally include coursework or training in business administration, management, or a related field that provides the necessary skills for effective administrative support in a corporate or organizational setting.

Experience:
The position requires a minimum of five years of progressively responsible administrative experience, with at least two years in an executive support role. Candidates should have demonstrated experience in managing complex schedules, coordinating travel, and handling confidential information. Experience in a non-profit or conservation-focused organization is a plus, as is familiarity with the specific challenges and nuances of working in a global context.

Languages:
Fluency in English is mandatory, with strong written and verbal communication skills. Additional language proficiency is a plus, particularly in languages relevant to WWF's international operations and partnerships, which may enhance communication with global stakeholders.

Additional Notes:
This position is full-time and based in Washington DC. The salary range for this role is between $78,400 and $98,000, commensurate with experience. Applicants must be legally authorized to work in the United States, and this position is not eligible for employment visa sponsorship. The organization promotes equal employment opportunities for all qualified individuals, regardless of various characteristics protected under applicable law. Interested candidates should submit a cover letter and resume through the WWF Careers Page, referencing Requisition #26036.