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 notetaking, 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 align budget, expenses, and agreements to ensure an efficient accounting-programmatic workflow across the team. 
• Supports the team in drafting scopes of work, monitoring deliverables, and routing agreements and contracts for grantees, vendors, and consultants, together with program operations and accounting teams to ensure that deliverables are met, obligations are fulfilled, and invoices processed promptly.

Key Competencies

• Interpersonal and Communication Skills: Communicates effectively with other people, both internally among Oceans and WWF colleagues, and externally with organizational partners, research and academic partners, donors, and the public; adapts communication style to the appropriate audience and understands the value of different communication and behavioral styles; exercises discretion and maintains confidentiality.
• Time Management and Attention to Detail: Proactively develops and adheres to well-structured work plans, prioritizing tasks under tight deadlines; ensures accuracy and consistency in materials, reports, and financial metrics to maintain high-quality outputs.
• Reliability & Follow through: Delivers results with precision and consistency by tracking project progress, compiling reports, coordinating communications to schedule meetings and address requests promptly, and managing meeting notes to ensure alignment with organizational goals.
• Independence and Initiative: Thinks proactively about how to advance the objectives of the SVP; pursues and manages works independently of external input when appropriate, while remaining in communication and coordination with the team; adapts to situations where making progress demands both independent and team-based strategies, and understands the strengths and weaknesses of both approaches
• Adaptability: Excels at managing unforeseen changes and can swiftly adjust strategies to meet evolving priorities and deadlines. Maintains high efficiency and effectiveness through change. Thrives in varying circumstances and quickly learns new skills.

• Bachelor’s degree or equivalent, with five (5+) or more years of progressively responsible administrative experience, including at least two (2) years supporting an executive office.
• High degree of knowledge, competence, and application of executive and administrative competencies, including excellent organizational and analytical skills are required.
  • Ability to operate independently, take initiative, prioritize, meet deadlines, and demonstrate flexibility to support shifting SVP priorities, including but not limited to, adjusting on-site presence as needed, is required.
  • Demonstrated acumen for attention to detail, proactive problem-solving, and critical thinking is required. 
  • Experience scheduling international meetings and travel, specifically with the nuances involved when scheduling across different time zones and responsibilities to the key people involved is required.
• Must have a strong acumen with budgets, contracts, and the finance aspects of the role.
• Ability to communicate effectively in person and writing.
• Must have excellent proofreading, editing, and writing skills.
• Honed interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with US and international staff, callers, and visitors are critical.
• Must have advanced knowledge of MS Office 365 (Outlook, Word, PowerPoint, Excel, Teams), SharePoint, Zoom, and other similar programs.
• Fluency in PC environments.
• Experience using CRM databases a plus.
• 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.

To Apply: 

• Submit cover letter and resume through our Careers Page, Requisition #26036

• Due to the high volume of applications, we are not able to respond to inquiries via phone 

World Wildlife Fund (WWF) promotes equal employment opportunities for all qualified individuals regardless of age, race, color, sex, religion, national origin, disability, or veteran status, or any other characteristic protected under applicable law.