Executive Assistant, Marketing and Communications
World Wildlife Fund (WWF)
Date Posted: 10/4/21
World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Executive Assistant, Marketing and Communications.
To provide confidential administrative support to the Senior Vice President of Communications & Marketing, several senior leaders, and general administrative support to 2-3 departments in the division. This position operates with considerable independent judgment and initiative and contributes to the efficient and successful functioning of the 90-person division.
- Meetings Management: Schedules meetings and special events for SVP and senior leaders, including reserving meeting space, handling catering orders, collaborating with Network Services to test equipment, setting up Zoom and conference calls, distributing agendas, and site-managing meetings and events.
- Document & Presentation Preparation: Drafts emails, reports, PowerPoint presentations and other materials for internal and external use. Prepares background materials for meetings. Proofreads and edits documents, reports, proposals, and presentations.
- Accounting & Finance Duties: Follows the organization’s procedures to create and manage supplier accounts, process invoices, code and process expense reports, prepare and process contracts for SVP, senior leaders, and other staff. Assists with data and background information for budget process. Collects data and maintains logs, records, or lists as needed.
- Fielding Inquiries from Internal and External Audiences: Answers sometimes complex inquiries from internal and external audiences, including the organization’s executives. Addressing any internal or external request to reuse photographs, stories, or other collateral commissioned or developed by WWF-US. Responds to other routine and non-routine requests with discretion.
- File Management & Mailings: Maintains accurate and organized files, lists, and archival publications. Coordinates any mailings or other distributions of information from the department, both internally and externally.
- General Administrative Support: Handles such duties as note-taking and tech support at meetings; emailing, scanning, and photocopying documents; providing production assistance to other departments within the division; taking orders for and distributing specialty items to staff; ordering publications; purchasing office supplies; and setting up hoteling space in the office for visitors from other offices around the network.
- Travel Arrangements: Handles domestic and international travel arrangements for SVP and other staff.
- Other Duties: Performs special projects and other duties as assigned.
- Bachelor’s degree or equivalent work experience. Eight years of demonstrated and progressively responsible experience in administrative positions, including three years in an executive office.
- High degree of knowledge of and competence and interest in administrative support work.
- Good organizational skills, especially with meeting planning and management.
- Experience using Microsoft Office programs, especially PowerPoint, Microsoft Teams, and Sharepoint.
- Experience with programs such as Workday, SmartSimple, Adaptive, Workzone, and Airtable, would be helpful.
- Proven abilities to prioritize work, meet deadlines, work independently, and take initiative.
- Effective writing ability necessary to prepare and edit documents.
- Excellent interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with executive team members, staff, members, and visitors.
- Ability to exercise independent judgment and analysis to seek out and resolve issues.
- Energetic and passionate about conservation, a positive attitude and adaptability to change.
- 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 #22043
- 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.