Executive Assistant, Oceans

Overview

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks an Executive Assistant, Oceans.

The Executive Assistant, Oceans will provide confidential administrative and operational support to the SVP and senior leaders of the team. Using extensive knowledge of WWF’s policies, organization, and a high level of technical skill, the Executive Assistant is responsible for coordinating 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 Range:$78,400 - $98,000

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.

1) Executive and Administrative Support

• Coordinates and maintains calendars for the SVP and senior leaders of the team, 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 domestic and international travel. Books travel and coordinates with travel agency and vendors. Prepares itineraries and detailed schedule.
• Organizes and attends 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 in a timely manner and in accordance with WWF Finance guidelines.
• 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 note taking, 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 SVP and Deputy to streamline administrative and operations functions across the team.
• Maintains team organizational chart, distribution lists, annual leave schedules, and team calendar.
• Coordinates logistics for team meetings and retreats with members of the team.
• Coordinates all administrative and logistics aspects of Executive’s responsibilities, including expense reports, payments, travel grants, and other agreements directed by the Executive.
• Assists strategic engagement and communications staff in providing information and following up to promote the program.
• 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 Deputy, program operations, finance, and accounting staff to assist in preparing and monitoring annual work plans aligned with the annual budget and monthly expenses.
• Coordinates with Deputy and Program Operations to…