Administrative Assistant, Earth for Life - 26057

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks an Administrative Assistant for the Earth for Life program. The role involves providing overall administrative support to the Strategic Planning and Finance team, including managing schedules, processing payments, and organizing meetings and events.

Responsibilities

• Communication – Responds to and schedules meeting requests for supervisor(s) and staff with internal and external individuals. Answers and routes emails, greets visitors, and replies to inquiries requiring 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
• 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, manages re-classes and serves as the liaison with Program Operations to track payments. Compiles and reviews financial reports submitted by others. 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
• File management – Maintains the SPF team’s online file repository, ensuring that key project documents are properly organized, up to date, and easily accessible. Coordinates with the EFL Knowledge Management team to ensure alignment with institutional file management practices
• Onboarding — Supports onboarding of new staff to the SPF team. Prepares onboarding schedule, coordinates with Facilities and Network Services teams to ensure new staff have office space and material needs, schedules meetings and guides new staff during their first weeks in the role, in coordination with the staff's supervisor
• Performs other duties as assigned

Skills

• A high school diploma or equivalent with 1 - 4 years of demonstrated experience in an administrative assistant or secretarial or comparable position is required
• Demonstrated technical knowledge and ability to use MS Office Suite (Outlook, Word, PowerPoint, and Excel) are required
• Must have strong oral communication skills
• Good organizational skills needed to proof and edit documents
• Effective writing ability necessary to prepare correspondence is required
• Experience with basic expense reporting
• Experience making travel arrangements
• Interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with staff and visitors are required
• Ability to take initiative, prioritize, complete work, and meet deadlines with standard supervision
• 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

Benefits

• Hybrid work structure with minimum of 2 days a week in office

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