Administrative Assistant, Earth for Life

Since our founding in 1961, WWF has been committed to protecting nature and its resources. We understand that nature is our planet’s greatest asset, intrinsically linked to human survival — and that it needs our help. Our work to reverse nature loss and conserve biodiversity has never been more urgent. As the world’s leading conservation organization—with offices on six continents and in nearly 100 countries—our global reach includes the world’s most critical forests, river systems, wetlands, savannas, and ocean habitats. By conserving these places and supporting sustainable livelihoods within them, we can keep the Earth in balance for people, wildlife, and the planet. The Administrative Assistant provides overall administrative support to reinforce the smooth functioning of the Strategic Planning and Finance (SPF) team within the Earth for Life (EFL) program. They perform a variety of both standard administrative duties (including preparing invoices and expense reports) and provide support to general office needs using administrative skills, organizational skills, and knowledge of the organization and its programs and policies. Responsibilities: Communication – Responds to and schedules meeting requests for supervisor(s) and staff with internal and external individuals. Answers and routes emails, greets visitors, and replies to inquiries requiring knowledge of departmental procedures. General office duties – Manages schedules and makes travel arrangements on behalf of supervisor(s) and team staff. Performs miscellaneous office tasks. Financial support – Reviews and processes payments for credit cards transactions, out of pocket expenses, and invoices. Inputs proper coding into the financial system, prepares check and/or wire requests, manages re-classes and serves as the liaison with Program Operations to track payments. Compiles and reviews financial reports submitted by others. Processes, organizes, and prepares expense reports for input into the financial systems, Workday and Smart Simple software. May monitor expense reports against budget, seeking explanations for significant variations. Meetings/conferences/special events – Arranges meetings including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Registers supervisor(s) and staff for conferences, workshops, and events. File management – Maintains the SPF team’s online file repository, ensuring that key project documents are properly organized, up to date, and easily accessible. Coordinates with the EFL Knowledge Management team to ensure alignment with institutional file management practices. Onboarding — Supports onboarding of new staff to the SPF team. Prepares onboarding schedule, coordinates with Facilities and Network Services teams to ensure new staff have office space and material needs, schedules meetings and guides new staff during their first weeks in the role, in coordination with the staff's supervisor. Performs other duties as assigned. Key Competencies: Client & Constituent Focus – Provide support to SPF team members and their collaborators within and outside WWF. Effective Communication – Communicates clearly and concisely with internal and external partners. Planning, Organizing & Attention to Detail - Efficiently manages multiple deadlines and priorities. Skills and Abilities: A high school diploma or equivalent. Two years of demonstrated experience in an administrative assistant or secretarial or comparable position is required. Demonstrated technical knowledge and ability to use MS Office Suite (Outlook, Word, PowerPoint, and Excel) are required. Must have strong oral communication skills. Good organizational skills needed to proof and edit documents. Effective writing ability necessary to prepare correspondence is required. Interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with staff and visitors are required. Ability to take initiative, prioritize, complete work, and meet deadlines with standard supervision. 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: Courage Demonstrates courage by speaking up even when it is difficult, or unpopular. Integrity Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable. Respect Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement. Collaboration Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals. 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. Relocation is not provided for this position. World Wildlife Fund (WWF) promotes equal employment opportunities for all qualified individuals regardless of age, race, color, sex, religion, national origin, disability, veteran status, or any other characteristic protected under applicable law.