Senior Administrative Assistant, Markets & Food - 26075

World Wildlife Fund•Washington, DC

3d•Hybrid

About The Position

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Senior Administrative Assistant, Markets & Food. The Senior Administrative Assistant, Markets & Food performs a variety of standard and frequently complex administrative duties and responsibilities on the Markets & Food team to ensure the smooth functioning of team activities, programs, and day-to-day operations. Applies strong organizational and administrative skills, along with knowledge of organizational programs and policies, to manage scheduling, communications, documentation, financial processes, and coordination across internal and external stakeholders.

Requirements

A high school diploma or equivalent.
Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position.
Proficiency in English to include solid written and verbal language skills is required.
Strong proficiency in Microsoft Office applications (Word, Excel, Power Point, SharePoint) to include creating documents, reports and logs.
Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
Ability to manage multiple projects and priorities, taking initiative, prioritizing and completing work with minimal supervision and meeting deadlines.
Interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with staff, callers and visitors.
Applicants must be legally authorized to work in the U.S.
This position is not eligible for employment visa sponsorship.

Nice To Haves

Some knowledge of Airtable, CRM and/or Monday preferred.
Proficiency in Spanish and/or Portuguese desired.

Responsibilities

Schedule meetings and appointments for team leads and staff.
Answer and route phone calls, greet visitors, and handle a variety of internal and external requests.
Answer complex inquiries requiring detailed knowledge of departmental procedures.
Regularly compose correspondence for self and others.
Compose complex documents such as Power Point presentations.
Ensure documents are correct and accurate.
Review and process payments for credit card transactions and invoices, input proper coding into financial system, prepare check and/or wire requests, handle reclassifications and serve as the liaison with accounting to track payments.
Monitor expense reports against budget, seeking explanations for significant variations.
Compile and review financial reports submitted by others.
Assist supervisor with developing preliminary data and background information for budget preparation process.
Collect information and meeting notes, records, and lists on a regular or ad-hoc basis using Microsoft Word, Excel, or specialized databases such as SharePoint and customer relationship management (CRM) software.
Follow up on next steps from meetings and track progress.
Prepare 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.
Make travel arrangements.
Coordinate mailings, production of documents, reports and other materials, and distribution.
Perform office duties including typing, filing, faxing, photocopying, collating, and sorting and distributing mail.
Contribute to planning and running of the team’s monthly, quarterly, and annual gatherings, virtual and in-person.
Coordinate other meetings/conferences/special events, including attendee coordination, space and equipment rental, AV needs, catering, and material preparation.
Perform other duties as assigned.