Executive Assistant to Chief Scientist/SVP – 25028

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Executive Assistant to Chief Scientist/SVP

Location: Washington, DC (hybrid)

Background

For more than 50 years, The World Wildlife Fund (WWF) has been protecting the future of nature. The world’s leading conservation organization, WWF works in 100 countries and is supported by 1.2 million members in the United States and more than five million supporters globally. WWF’s Global Science program ensures that the best science drives organizational strategies, policies, and actions across the WWF Network, that WWF is a global voice for science leadership and innovation, and that conservation implementation is evidence-based. Together, under the Chief Scientist’s leadership, we ensure the rapid delivery of science to support solutions that result in meaningful outcomes for people and the planet. You can be part of a vibrant workplace that welcomes diverse perspectives, talents, and contributions, and where a focus on impact is a way of life.

Major Function

Provides confidential administrative and operational support to the executive for all aspects of the Science program using extensive knowledge of WWF’s policies, organization, and a high level of technical skill. Responsible for coordinating executive and administrative functions on behalf of the executive and leadership team. This position operates with considerable independent judgment and initiative, partnership with leadership, and contributes to the program’s efficient and smooth functioning and the team’s positive culture.

Salary: The expected compensation range for this position is $74,000 to $92,000

Responsibilities

Key Competencies

1. Interpersonal and Communication Skills: Communicates effectively with other people, both internally among Global Science and WWF colleagues, and externally with organizational partners, research and academic partners, donors, and the public; adapts communication style to the appropriate audience and understands the value of different communication and behavioral styles; exercises discretion and maintains confidentiality.
2. Innovation and Strategic Thinking: Understands the importance of and distinction between five-year strategic plans, annual work plans, and weekly tasks; capable of projecting forward to assist in support of the Global Science team and Senior Vice President/Chief Scientist; able to both plan and implement initiatives and tasks to improve and increase executive support
3. Independence and Initiative: Thinks proactively about how to advance the objectives of the Senior Vice President/Chief Scientist; pursues and manages works independently of external input when appropriate, while remaining in communication and coordination with the team; adapts to situations where making progress demands both independent and team-based strategies, and understands the strengths and weaknesses of both approaches
4. Collaboration and Inclusion: Fosters a culture of collaboration and trust both internally with WWF and Global Science colleagues and external partners
5. Time management and accountability: Proactively establishes and re-evaluates work plan and short-term goals; thinks adaptively about workload and communicates with manager and team members about responsibilities; implements measures to consistently and efficiently track and manage multiple workstreams and tasks simultaneously and throughout the year

Required Skills and Experience

1) Executive and Administrative Support

• Coordinates and maintains calendar for the Chief Scientist/Senior Vice President on Outlook, reconciling conflicts proactively. Coordinates all aspects of meetings, travel, training, and other events.
• Prepares and collects meeting materials, itineraries, and briefs. Seeks to provide a comprehensive technical and logistical information suite to ensure the executive succeeds and meets objectives.
• Plans extensive domestic and international travel. Books travel and coordinates with travel agency and vendors. Prepares itineraries and detailed schedule.
• Organizes and attends regular team meetings. Coordinates and communicates logistics for team staff. Drafts and distributes agenda, notes, and supporting materials to attendees promptly.
• Answers complex inquiries requiring detailed knowledge of program procedures. Screens, routes, answers phone calls and responds to routine and non-routine requests with diplomacy and discretion. Attends internal and external meetings as a department representative and provides appropriate summaries and follow-up.
• Monitors incoming emails and requests. Updates and manages executive’s contacts and to-do list, monitors deadlines, follows up on delegated tasks, and provides proactive reminders.
• Tracks executive’s expenses and prepares expense reports promptly (within five days of receiving receipts.)
• Drafts letters, documents, and other materials for staff, inter-department meetings, and outside individuals. Proofreads and edits documents, reports, proposals, and presentations. Assists with the preparation of executive proposals and presentations.
• Provides general administrative support, including notetaking, photocopying/scanning, collating and distributing materials, ordering publications, and purchasing office supplies.
• Maintains filing and archiving systems (physical and digital), ensuring that up-to-date versions of documents such as strategic plans and presentations, individual objectives and work plans, job descriptions, and agreements are easily accessible.

2) Operations and Office Support

• Works with Chief Scientist and Vice President, Strategic Engagement to streamline administrative and operations functions across the team.
• Maintains team organizational chart, distribution lists, annual leave schedules, and team calendar.
• Plans and coordinates logistics for team meetings and retreats.
• Coordinates performance evaluation process for the executive’s direct reports.
• Coordinates leadership staff recruiting and onboarding on behalf of SVP, including organizing information associated with the recruiting process (e.g., track process, collate candidate materials, schedule interviews, coordinate recruiting meetings, and consults in selection process) and ensuring new hires are successfully onboarded.
• Assists strategic engagement and communications staff in providing information and following up to promote the program and our scientists.
• Applies excellent organizational, research, communication, and planning skills in operations support as needed.
• Performs special projects and other duties as assigned.

3) Planning and Program Operations Support

• Works with staff, program operations, finance, and accounting staff to assist the Chief Scientist and Deputy/Vice President in preparing and monitoring annual work plans aligned with the annual budget and monthly expenses.
• Oversees executive’s expenses and is responsible for prompt expense reports, payments, travel grants, and agreements directed by the executive.
• Coordinates with Senior Assistants to align budget, expenses, and agreements to ensure an efficient accounting-programmatic workflow across the team.
• Supports the Chief Scientist in drafting scopes of work, monitoring deliverables, and routing agreements and contracts for grantees, vendors and consultants, together with program operations and accounting teams to ensure that deliverables are met, obligations are fulfilled, and invoices processed promptly.

Qualifications

• Bachelor’s degree required. Five years of demonstrated and progressively responsible experience in administrative positions, including at least two years in an executive office.
• High degree of knowledge, competence, and application of executive and administrative competencies, including excellent organizational and analytical skills.
• Ability to operate independently, take initiative, prioritize, and meet deadlines is required.
• Demonstrated acumen for attention to detail, proactive problem-solving, and critical thinking.

• Ability to communicate effectively in person and writing. Excellent proofreading, editing, and writing skills. Honed interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with US and international staff, callers, and visitors are critical.

• Knowledge of MS Office 365 (Outlook, Word, PowerPoint, and Excel), SharePoint, Zoom, and other similar programs is required. Knowledge of Google Suite (Google Drive, Google Sites, Google Calendar) is highly desired.
• Fluency in PC and Mac environments is highly desired.
• Identifies and aligns with WWF’s core values:
  • COURAGE – We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
  • INTEGRITY – We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and to ensure that we learn and evolve.
  • RESPECT – We honor the voices and knowledge of people and communities that we serve, and we work to secure their rights to a sustainable future.
  • COLLABORATION – We deliver impact at the scale of the challenges we face through the power of collective action and innovation.
  
  

To Apply:

• Submit cover letter and resume through our Careers Page , Requisition # 25028
• 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. WWF values diversity and inclusion and welcomes diverse candidates to apply.

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