Back Executive Assistant to the President/CEO

This is a hybrid position which requires 8 days per month in our Washington, DC office. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position. To be eligible for this position, you must be a resident of DC, Maryland or Virginia at the start of employment.

About the Program:

This position is at the core of WRI's mission and values, supporting the President/CEO to deliver on our strategy.

Job Highlight:

Reporting to Senior Executive Assistant, Office of the President and CEO, you will support them in executing their responsibilities, assisting with various projects in the executive office, and liaising with the rest of the Institute. You will ensure the highest and most effective use of the President’s time including overseeing their schedule and travel – this will include tracking priorities, managing incoming requests, deadlines, and longer-term planning. Additional programmatic and administrative duties as needed including preparation of briefing materials, writing, and editing documents is a key part of this role. You will be supported by the Senior Executive Assistant and the Senior Adviser to the President.

What will you do:

Administrative Management (60%):

• Manage the President’s calendar, scheduling appointments with internal colleagues and external partners.
• Proactively ensure that relevant teammates are informed, included in internal meetings, and ensure each meeting has an agenda ahead of time
• Working with the Senior Advisor and the Senior Executive Assistant, proactively look to the weeks ahead and determine what preparation is needed for various events, presentations, and external meetings, reaching out to internal teams to prepare. Ensure timely responses to requests from staff and external partners
• Work with different stakeholders internally – including WRI’s country office and program staff to schedule and manage critical meetings
• Work with Board team to manage and plan the President’s schedule for Board meetings and subsequent follow up on key tasks related to it

  Operational Support (10%):

  • Be competent on systems used for timesheets, expense reports: Deltek, Concur, Workday
  • Complete time sheets for the President, approve the timesheets of direct reports
  • Prepare, monitor, and approve expense reports
  • Monitor and ensure the President completes HR related obligations on time including performance management requirements

    Travel-related Tasks (15%):

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    • Book all travel for the President including flights, trains, hotels, car rentals
    • As needed, preparing the paperwork for and securing visas
    • Liaise with relevant teams including Programmatic/Development/Country Office staff to produce travel itineraries, prep background materials, etc.
    • Collaboratively plan the President’s travel for the year ahead and ensure travel and spending is in line with budgetary expectations while achieving the goals of the President and the organization

      Event Management tasks (15%):

      • Support with the logistics and set-up of in-person meetings with external partners
      • Support with larger organization-wide events and retreats specifically where the President is involved

        What will you need:

        • Education: You have completed a bachelor’s degree in a relevant field of study or equivalent work experience
        • Experience: You have a minimum of 3 years of administrative experience supporting a high-profile executive, specifically experience with calendaring and scheduling
        • Ability to work flexible in-office schedule in alignment with the President’s schedule
        • Excellent project management and computer skills in MS Office (Outlook, Word, Excel, and PowerPoint), web-based communications (e.g., Microsoft Teams, Zoom, etc.), etc.
        • Commitment to WRI’s mission and values and interest in environment and development issues
        • Handle sensitive and confidential situations and information with discretion
        • Superb written, oral, and organizational skills and a strong attention to detail
        • Experience handling a high influx of information and prioritizing tasks effectively
        • Comfort in interacting with internal and external C-Suite level individuals
        • While this role will have space to independently work on tasks, it is a highly collaborative position and requires constant communication with teammates across all sectors
        • Ability to work as a team member with the rest of the Executive Office and other programs and teams
        • Ability to work with different time zones, cultures given WRI’s various country offices with sensitivity, care and understanding
        • Friendly, positive demeanor, sense of humor, and determined attitude
        • Ability to take initiative, anticipate needs and problems, and organize and complete projects with minimal supervision
        • Preferred: Experience arranging international travel and familiarity with visa processes
        • Familiarity with accounting systems for expense reporting, specifically with Concur and Workday
        • Experience in the environmental, conservation, or international development arena
        • Languages: Verbal and written English proficiency

          Potential Salary: US salary range is between 69,000 and 73,000 USD. Salary is commensurate with experience and other compensable factors.

          How to Apply: Please submit a resume with a required cover letter by the date of 3 September 2024. We are unable to consider your application without a cover letter.

          You must apply through the WRI Careers portal to be considered.

          What we offer:

          • Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
          • The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities.
          • A workplace that strives to put diversity and inclusion at the heart of our work
          • The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
          • Commitment to hybrid working model with flexible working hours
          • Generous leave days that increase with tenure
          • Medical Coverage, Dental Coverage, Vision Coverage, retirement plan access and employer contribution, Paid Time Off

            About Us:

            Founded in 1982, World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade to secure a sustainable