Senior Assistant, Board and National Council Relations, Travel, and Executive Vice Presidents Office - 26034

World Wildlife Fund

About The Position

World Wildlife Fund (WWF), one of the world's leading conservation organizations, seeks a Senior Assistant, Board and National Council Relations, Travel, and Executive Vice President's Office. Performs standard administrative duties to ensure the smooth functioning of the Development division using demonstrated administrative and organizational skills. Reports to Senior Director, Board and National Council Relations and Institutional Partnerships in support of several Development sub-teams including the office of the Executive Vice President of Philanthropic Partnerships, Board and National Council Relations, and Travel Programs. Tasks include supporting meetings and events with donors, Board members, and senior executives; processing expenses via financial software systems; calendar management; staff travel planning; and general office support. Please note: Applicants must be legally authorized to work in the U.S. This position is not eligible for employment visa sponsorship. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Requirements

3 to 5 years of professional administrative experience.
Strong organizational and analytical skills with meticulous attention to detail.
Strong written and verbal communication skills.
Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff and callers.
Ability to take initiative, prioritize, meet deadlines, and complete work with minimal supervision, and proactively seek assistance when needed
Ability to learn on the job quickly and excel in a high-pressure, fast-paced executive environment.
Ability to use word processing, spreadsheet and presentation software.
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.

Nice To Haves

Experience with Microsoft Office Suite, desired.
Experience with CRM and financial software such as Blackbaud CRM and Workday, desired, but not required.

Responsibilities

Data entry and information processing (40%)
Expenses - Processes and codes credit card transactions and invoices in financial software systems (Workday and SmartSimple), prepares check and/or wire requests, handles expense coding and re-classifications. Coordinates with others to resolve discrepancies/issues with data reconciliation.
Recordkeeping - Collects information and maintains logs, records, and lists on a regular or ad-hoc basis using Microsoft Word, Excel, or specialized databases such as SharePoint. Reviews, validates and inputs data provided by others, especially in Blackbaud Customer Relationship Management (CRM) database. Coordinates with others to resolve discrepancies/issues with data reconciliation.
Meeting coordination and travel support (40%)
Meetings - Supports calendar management for Executive Vice President of Philanthropic Partnerships and organizes/supports complex meetings and makes appointments for Executive Vice President and Board/National Council and Travel teams.
Events and VIP Travel - Assists with logistics for meetings/conferences/special events and VIP trips, including maintaining attendee lists and coordinating space/equipment needs, AV needs, catering, ordering and shipping of materials for such events/trips, and preparation of necessary materials.
Travel support - support team travel requests, including booking air, train, hotel, and other travel logistics via WWF's travel provider.
General office support (20%)
General office duties -Orders office supplies and assists with mailing, production, and distribution of documents, reports and other materials. Performs other miscellaneous office administrative tasks as needed.
Communications support - Helps manage executive correspondence and stewardship process, including drafting emails and letters. Formats and edits reports and materials as requested/needed by others.
Performs other duties as assigned.