Senior Administrative Assistant, Markets & Food (26075)

World Wildlife Fund (WWF) is recruiting a Senior Administrative Assistant to support its Markets & Food team in Washington, DC. The Senior Administrative Assistant performs a variety of standard and frequently complex administrative duties to ensure the smooth functioning of team activities, programmes and day-to-day operations. The role applies strong organisational and administrative skills, along with knowledge of organisational programmes and policies, to manage scheduling, communications, documentation, financial processes and coordination across internal and external stakeholders.

Responsibilities include scheduling and communication (scheduling meetings and appointments for team leads and staff, answering and routing phone calls, greeting visitors, and handling internal and external requests); document review and preparation (composing correspondence and complex documents such as PowerPoint presentations, ensuring documents are correct and accurate, and helping prepare proposals and contracts); financial and agreement support (reviewing and processing credit card transactions and invoices, inputting coding into the financial system, preparing check and wire requests, handling reclassifications, monitoring expense reports against budget, and compiling and reviewing financial reports); information collection and organisation (collecting information, meeting notes and records using Microsoft Word, Excel and specialised databases such as SharePoint and CRM software, and following up on next steps from meetings).

Additional responsibilities include report preparation (preparing reports for internal staff as well as members, donors and government staff including tables, charts and statistical analysis); general office and administrative support (travel arrangements, mailings, production and distribution of documents); and events (contributing to planning and running monthly, quarterly and annual gatherings, both virtual and in-person, and coordinating meetings, conferences and special events including attendee coordination, space and equipment rental, AV needs, catering and material preparation).

Required qualifications include a high school diploma or equivalent and five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position. Strong proficiency in English (written and verbal) is required, along with strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, SharePoint). Some knowledge of Airtable, CRM and/or Monday is preferred. Good organisational and analytical skills are needed to proof and edit documents, along with effective writing ability for correspondence preparation; the ability to manage multiple projects and priorities with minimal supervision; and interpersonal skills requiring courtesy, tact and diplomacy. Proficiency in Spanish and/or Portuguese is desired.