World Wildlife Fund Senior Administrative Assistant, Field Programs
World Wildlife Fund (WWF), the world’s leading conservation organization, seeks a Senior Administrative Assistant for the Field Programs Department. Under the supervision of the Manager this person performs a variety of standard and frequently complex administrative duties and responsibilities for supervisor(s) to ensure the smooth functioning of office, department, or program using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies.
Major Duties & Responsibilities
Communication - Answers and routes phone calls, greets visitors, and handles a variety of requests from staff, members, donors, and the general public. 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. Helps 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.
Research – Conducts research on specific issues for program staff. Gathers, organizes and analyzes information from a variety of sources. May assist with developing various databases to track information.
Report preparation - Using information compiled in logs, records or lists, prepares reports for internal staff. May assist with compiling input for proposals, reports, briefs 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.
Performs other duties as assigned.
Minimum Requirements
A high school diploma or equivalent
Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position OR a bachelor’s degree plus 2 years of experience.
Demonstrated ability to use 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.
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.
AA/EOE Women and minorities are encouraged to apply. To apply for the job please visit http://www.worldwildlife.org/careers, job # 13027, and submit cover letter and resume. Due to the high volume of applications we are not able to respond to inquiries via phone.
Major Duties & Responsibilities
Communication - Answers and routes phone calls, greets visitors, and handles a variety of requests from staff, members, donors, and the general public. 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. Helps 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.
Research – Conducts research on specific issues for program staff. Gathers, organizes and analyzes information from a variety of sources. May assist with developing various databases to track information.
Report preparation - Using information compiled in logs, records or lists, prepares reports for internal staff. May assist with compiling input for proposals, reports, briefs 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.
Performs other duties as assigned.
Minimum Requirements
A high school diploma or equivalent
Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position OR a bachelor’s degree plus 2 years of experience.
Demonstrated ability to use 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.
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.
AA/EOE Women and minorities are encouraged to apply. To apply for the job please visit http://www.worldwildlife.org/careers, job # 13027, and submit cover letter and resume. Due to the high volume of applications we are not able to respond to inquiries via phone.
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