World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Senior Assistant, The Boundless Fellowship.
The Senior Assistant performs a variety of standard and occasionally complex administrative duties and responsibilities for supervisor(s) to ensure the smooth functioning of office using demonstrated administrative and organizational skills, a highly detail-oriented mindset, and a basic knowledge of the organization and its programs and policies.
Reporting Structure: Reports to Sr Specialist, Boundless Fellowship Program
Position Length: Limited Term, 9 months
Location: Washington, D.C. (Hybrid work structure with minimum of 2 days a week in office)
Salary Range: The expected compensation range for this position is $50,100 - $62,600.
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.
This role is 60% schedule dedicated to The Boundless Fellowship and 40% to The Office of the CEO.
Filing expense reports. A key responsibility of the Senior Assistant is processing and filing expense reports for the Boundless Program and for the Office of the CEO. The Senior Assistant will be responsible for organizational systems for recording, processing, and filing expenses. Will also assist Office of the CEO with collecting and organizing data for quarterly expense reviews. Communication - Answers and routes phone calls, greets visitors, and handles a variety of requests from staff, members, donors, and the general public. Arranges meetings and makes appointments for supervisor(s) and staff. Answers complex inquiries requiring detailed knowledge of departmental procedures. Document review and preparation - Regularly composes correspondence for self and others. Composes complex documents such as reports for others. Ensures documents are correct and accurate. May help prepare proposals and contracts. Administrative support for group travel during the Boundless Fellowship. The Senior Assistant may be asked to provide support coordinating events, meals, and logistics during gatherings of Boundless Fellows. This support would be provided remotely, from the DC office. Calendar Management & Travel Itineraries – Assist Office of CEO with calendar updates, as needed. Prepare detailed travel itineraries for CEO in conjunction with Executive Office Manager. Recordkeeping - Collects information and maintains logs, records or lists on a regular or ad-hoc basis using word processing, spreadsheet or database software. Reviews, validates and inputs data collected or provided by others. Identifies any problems with the data and coordinates with others to resolve problems as needed. General office duties - Makes travel arrangements, coordinates mailings, production of documents, reports and other materials, and distribution of materials. May require extensive coordination with parties in the field or important members/donors. Coordinates meetings/conferences, including coordinating catering and preparing materials. Performs miscellaneous office duties including typing, filing, faxing, photocopying, collating and distributing materials, and sorting and distributing mail. May screen and prioritize mail for other staff. May assign work and coordinate projects performed by part-time and temporary staff; provide general orientation and training. Collect information and maintain logs and records. Reviews, validates, and inputs data provided by others. Prepare reports based upon information gathered. Identifies problems with data and coordinates with others to resolve. Assists other staff with overload work. Establish and maintain department files, which may include data processing reports and budget and cost center files. Files and retrieves materials, establishes new files as needed, and purges files of outdated materials. Performs other duties as assigned.
Key Competencies
Adaptability and Managing Uncertainty: Demonstrates flexibility in managing competing priorities and able to seamlessly transition between tasks and responsibilities. Remains calm and effective in dynamic situations with last-minute travel changes or adjusting logistics as it occurs.Proactive/Problem Solver/Takes Initiative: Exhibits initiative by anticipating team needs and resolving issues proactively. Brings a sense of ownership and accountability to administrative and project support tasks.Interpersonal Communication and Collaboration: Builds strong working relationships across teams through clear, respectful communication and collaborative engagement.Cross-Cultural Communication: Communicates effectively and respectfully with team members and program fellows from diverse cultural backgrounds. Adapts communication style to different audiences while maintaining professionalism and inclusivity. Demonstrates sensitivity in navigating cultural nuances.Organization and Attention to Detail: Handles confidential materials and sensitive communications with discretion and integrity. Ensures accurate and timely completion of expense reports and payment processing. Learn to navigate Workday, Outlook, Smart Simple, and other internal processing systems quickly and with accuracy. Able to complete expense reports and perform scheduling tasks.Skills and Abilities
5 years of professional experience in support roles. Minimum 1 year managing complex schedules, travel, expense reports. Good grammar and proofreading skills needed to perform minor editing to documents. Use of office technology, including Microsoft Office suite (Word, Excel, PowerPoint, Teams, and others), Zoom, OneDrive and others. Ability to operate standard office machines and equipment. Experience in detail-oriented roles involving finances, budgets, or expenses. A preference will be given to candidates who speak Spanish and/or Portuguese Committed to building and strengthening a culture of inclusion within and across teams. Identifies and aligns with WWF’s core values: