Sr Assistant, Forests

Job description

Major Function World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Senior Assistant, Forests who will support WWF Forest Team’s work to address threats and conserve the world’s forests to sustain nature’s diversity, benefit our climate, and support human well-being. The SA will work closely with the Sr. Executive Program Operations Specialist to ensure an elevated level of efficiency and functionality is provided to senior leaders of the Forest Team by promoting coordination and cohesion across the team and fostering internal and external relationships for the success of several sub-teams, including but not limited to the Team Management Unit, Amazon, Infrastructure, and Congo Basin Teams. The SA will bring experience in calendar management and system processes along with provisions of operating systems which intersect within teams. The SA is an experienced collaborator and is enthusiastic about helping others but also adapts to working independently. The SA will demonstrate proficiency in administrative and organizational skills, and detailed knowledge of the organization policies and programs. Key Responsibilities Calendar Management: Responsible for maintaining schedules for specific members of the Forest Leadership Team and the broader Forest Team by organizing meetings and appointments, team meetings and presentation series, annual retreats, special events, participant coordination, space and equipment rental, AV needs, catering, and material preparation. Financial/Agreement Support: The SA will review and process payments for credit cards transactions, invoices, and reimbursements; determine the proper coding into financial system through coordination and consulting with Program Operations & Accounting staff. In addition to reclassing and tracking payments using the WorkDay system, the SA will serve as a “team expert” for the initiation and creation of new consultancy, travel, and/or grant agreements using the SmartSimple system. This entails verification of bank details with new vendors and consultants; liaising with Program Operations for status updates on payments, financial, and technical deliverables, and serving as a point person for the technical officer for internal and external related inquiries. SharePoint & Teams Sites: The SA will oversee and maintain the Forest Team’s intranet and depot sites by updating travel approval and team calendar forms, maintaining team directory, updating, and archiving document repositories, collaborating with initiative leads and the communications team for accuracy of content related to the forest initiatives, updating photos, and updating the team calendar. Travel Coordination: The SA will coordinate and make travel arrangements for senior leaders ensuring visa requirements and preparations are complete. In coordination with ALTOUR, review and propose flight recommendations, produce travel itinerary, compilation of travel materials and other supporting travel documents, as necessary. General Administrative Duties: In addition to the responsibilities referenced above, the SA will order office supplies, coordinate mailings, the production and distribution of documents, greet visitors, provide basic IT support, and manage a variety of internal and external requests. Other duties as assigned. Key Competencies: Time Management, Organization and Attention-To-Detail: Organization and Attention-To-Detail: Effectively organizes, prioritizes, and coordinates multiple responsibilities while maintaining accuracy, meeting deadlines, anticipating needs, and ensuring high-quality, detail-oriented execution of administrative, financial, logistical, and operational activities. Interpersonal Communications and Collaboration Skills: Builds and maintains positive, collaborative working relationships by communicating clearly and professionally, fostering cooperation across teams and with external stakeholders, and providing responsive, customer-focused support to achieve shared goals and ensure effective coordination of work. Adaptability: Demonstrates flexibility and resilience in a fast-paced environment by adjusting priorities, managing shifting schedules and competing demands, and responding effectively to changing organizational/team needs while maintaining a high level of service and professionalism. Initiative: Proactively identifies opportunities to improve processes, anticipate leadership and team needs, resolve challenges, and take ownership of tasks with minimal direction to support efficient and effective operations. Reliability and Follow-through: Consistently delivers on commitments by managing responsibilities accurately and on time, maintaining confidentiality, tracking details to completion, and ensuring that tasks and requests are executed thoroughly and dependably. Perspective: Applies sound judgment and an understanding of organizational/team priorities to balance multiple requests, anticipate potential impacts, and support decision-making in a manner that advances team objectives. Intuitive: Demonstrates strong situational awareness by anticipating needs, recognizing emerging issues, and identifying solutions before they become challenges, enabling leaders to focus on strategic priorities. Skills and Abilities A high school diploma with a minimum of 5 years of demonstrated and progressively responsible experience within the administrative/clerical/office professional field is required. A bachelor’s degree is highly preferred. Demonstrated experience with Microsoft Office Suites to include Outlook, MS word, Excel and PowerPoint is required. Proficiency in Microsoft 365 and video-conferencing platforms (i.e., Zoom, Teams, etc.) is required. Experience using software applications, i.e., Workday, SmartSimple, SharePoint, Microsoft Power App, Microsoft Power Automate, Microsoft Forms, and Airtable are preferred. Good analytical skills needed to proof and edit documents; effective writing ability necessary to prepare correspondence is required. Strong interest in a career path as an Administrative Professional is highly preferred. Experience with financial and accounting to include invoicing, processing payments for credit card transaction, and reimbursements is preferred. Experience with basic event planning is preferred. Expereince with basic IT support is preferred. Committed to building and strengthening a culture of inclusion within and across teams. 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. 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. Founded in 1961, WWF works to help people and nature thrive. As a global conservation organization, WWF operates in more than 100 countries, partnering with communities, companies, and governments to protect wildlife, conserve vital habitats, and advance sustainable solutions. Grounded in science and driven by collaboration, WWF works to help nature by conserving biodiversity, supporting resilient communities, and addressing climate change. Nearly 1 million people in the United States and more than 5 million globally are WWF members.