World Wildlife Fund (WWF), the world's leading conservation organization, seeks an Administrative Assistant for our Oceans Department, at our Washington, DC office. This position performs a variety of standard and frequently complex administrative duties, accounting tasks and special projects to ensure the smooth functioning of department or program using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies.
- Communication - Interacts on a daily basis with the department staff, colleagues from other departments, and external partners such as donors and government agencies, to coordinate activities, and obtain and disseminate information. Answers and routes phone calls, greets visitors, and handles a variety of requests. Arranges meetings and makes appointments for supervisor(s) and staff. Answers complex inquiries requiring detailed knowledge of departmental procedures.
- Document review and preparation - Regularly composes correspondence for self and others. Composes complex documents such as reports for others. Ensures documents are correct and accurate. May help prepare proposals and contracts.
- Financial accountability - Assists supervisor with developing preliminary data and background information for budget preparation process. Monitors expense reports against budget, seeking explanations for significant variations; forwards questionable items to supervisor. Reviews bills and invoices, and prepares check and/or wire requests. May compile and review financial reports submitted by others.
- Recordkeeping - Collects information and maintains logs, records or lists on a regular or ad-hoc basis using word processing, spreadsheet or database software. Reviews, validates and inputs data collected or provided by others. Identifies any problems with the data and coordinates with others to resolve problems as needed.
- Report preparation - Using information compiled in logs, records or lists, prepares 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. May assist with compiling input for proposals and preparing for presentations.
- General office duties - Makes travel arrangements; coordinates mailings, production of documents, reports and other materials, and distribution of materials. May require extensive coordination with parties in the field or important members/donors. Coordinates meetings/conferences, including coordinating catering and preparing materials. Performs miscellaneous office duties including typing, filing, faxing, photocopying, collating and distributing materials, and sorting and distributing mail. May screen and prioritize mail for other staff. May assign work and coordinate projects performed by part-time and temporary staff; provides general orientation and training.
- May oversee other support staff or temporary staff performing duties described above.
- Performs other duties as assigned.
- A high school diploma plus 5 years of demonstrated and progressively responsible work experience in an administrative assistant or secretarial position is required. Applicants with bachelor's degree plus at least 2 years of relevant work experience will also qualify for the role.
- Demonstrated experience using word processing and spreadsheet software packages to create documents, reports and logs. Some knowledge of database packages preferred.
- Ability to type at least 40 words per minute (actual typing speed required may vary depending on the individual position requirements).
- Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
- Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
- Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
- Demonstrated ability to use Microsoft office suite. Strong PowerPoint skills are a plus.
- Experience with calendaring and coordinating travel arrangements is desired
Please Note: We are looking to fill this position immediately. Resumes will be reviewed as soon as they are received.
- Please visit our Careers Page, job#19102, to submit an online application including resume and cover letter
- 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.