Senior Administrative Assistant, Markets & Food

Company Description

Founded in 1961, WWF works to help people and nature thrive. As a global conservation organization, WWF operates in more than 100 countries, partnering with communities, companies, and governments to protect wildlife, conserve vital habitats, and advance sustainable solutions. Grounded in science and driven by collaboration, WWF works to help nature by conserving biodiversity, supporting resilient communities, and addressing climate change. Nearly 1 million people in the United States and more than 5 million globally are WWF members.

Job Description

Major Function

The Senior Administrative Assistant, Markets & Food performs a variety of standard and frequently complex administrative duties and responsibilities on the Markets & Food team to ensure the smooth functioning of team activities, programs, and day-to-day operations.  Applies strong organizational and administrative skills, along with knowledge of organizational programs and policies, to manage scheduling, communications, documentation, financial processes, and coordination across internal and external stakeholders.

Key Responsibilities

• Scheduling & Communication: schedule meetings and appointments for team leads and staff. Answers and routes phone calls, greets visitors, and handles a variety of internal and external requests. 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 Power Point presentations. Ensures documents are correct and accurate. May help prepare proposals and contracts.
• Financial & Agreement Support: reviews and processes payments for credit cards transactions and invoices, inputs proper coding into financial system, prepares check and/or wire requests, handles reclassifications and serves as the liaison with accounting to track payments. Monitors expense reports against budget, seeking explanations for significant variations. Compiles and reviews financial reports submitted by others. Assists supervisor with developing preliminary data and background information for budget preparation process. May assist with compiling input for proposals and preparing for presentations.
• Information Collection & Organization: collects information and meeting notes, records, and lists on a regular or ad-hoc basis using Microsoft Word, Excel, or specialized databases such as SharePoint and customer relationship management (CRM) software. Follows up on next steps from meetings and tracks progress.
• Report preparation: using information compiled in logs, records or lists, prepares reports for internal staff, as well as members, donors and government staff by preparing tables and charts, calculating statistics, interpreting data and assisting in writing results. May assist with compiling input for proposals and preparing for presentations.
• General Office and Administrative Support: makes travel arrangements; coordinates mailings, production of documents, reports and other materials, and distribution. May require extensive coordination with parties in the field or important members/donors. Perform office duties include typing, filing, faxing, photocopying, collating, and sorting and distributing mail.
• Events: contributes to planning and running of the team’s monthly, quarterly, and annual gatherings, virtual and in-person. Coordinates other meetings/conferences/special events, including attendee coordination, space and equipment rental, AV needs, catering, and material preparation.
• Performs other duties as assigned.

Key Competencies

• Organization & Time Management – effectively manages calendars, priorities, and logistics to support scheduling, travel, and events.
• Communication & Engagement – handles inquiries, drafts correspondence, and interacts professionally with colleagues, internal and external stakeholders.
• Attention to detail – ensures accuracy and quality in documents, financial data, and reports.
• Financial Management – manages payments, expense tracking and reports, with accuracy and compliance.
• Project Management – coordinates and tracks workflows across M&F team, ensuring deadlines and deliverables are met.

Qualifications

Key Competencies

• Organization & Time Management – effectively manages calendars, priorities, and logistics to support scheduling, travel, and events.
• Communication & Engagement – handles inquiries, drafts correspondence, and interacts professionally with colleagues, internal and external stakeholders.
• Attention to detail – ensures accuracy and quality in documents, financial data, and reports.
• Financial Management – manages payments, expense tracking and reports, with accuracy and compliance.
• Project Management – coordinates and tracks workflows across M&F team, ensuring deadlines and deliverables are met.

Skills and Abilities

• A high school diploma or equivalent. Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position.
• Proficiency in English to include solid written and verbal language skills is required.
• Strong proficiency in Microsoft Office applications (Word, Excel, Power Point, SharePoint) to include creating documents, reports and logs. Some knowledge of Airtable, CRM and/or Monday preferred.
• Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
• Ability to manage multiple projects and priorities, taking initiative, prioritizing and completing work with minimal supervision and meeting deadlines.
• Interpersonal skills requiring courtesy, tact, and diplomacy necessary to effectively communicate with staff, callers and visitors.
• Proficiency in Spanish and/or Portuguese desired.
• 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.

Additional Information

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.  

Relocation is not provided for this position.

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