Senior Administrative Assistant - 17005
World Wildlife Fund's Foundation Relations team seeks a Senior Administrative Assistant to perform a variety of standard and frequently complex administrative duties and special projects to ensure the smooth functioning of the ten-member Foundation Relations team, using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies. Under the direction of the Deputy Director, processes newly received grants; composes Grant Award Memos and thank you letters; and maintains accurate and updated systems and data to track all aspects of foundation grants, including grant processing and acknowledgement status, reporting deadlines, and foundation generated revenue.
- Communication – Communicates with staff members to conduct Foundation Relations functions. Handles a variety of internal and external requests, and schedules meetings for supervisor(s) and Foundations staff. Manages the calendar of the Senior Director, Foundation Relations. Answers complex inquiries requiring detailed knowledge of departmental procedures.
- Grant and payment processing – Develops agreements and memos from start to signature. Handles processing of grant agreements, develops grant award memos, gathers necessary back-up on grant payments from Foundations Officers, and provides necessary details to Finance to facilitate timely grant and payment processing. Drafts grant thank-you letters and payment acknowledgement for review by Foundations team members; ensures letters are signed in a timely manner by the SVP Development or the President/ CEO; and tracks letters that have been completed. Ensures ongoing, timely entry of data tracking all grants through the signing, Grant Award Memo, acknowledgment, and revenue credit process. Regularly checks Finance reports for discrepancies.
- General office duties – Makes travel arrangements for the team; handles administrative aspects of new employee set-up; orders office supplies; coordinates production and distribution of documents, reports, and other materials. Performs miscellaneous office tasks. May assign work and coordinate projects performed by part-time and temporary staff members.
- Document review and preparation – Regularly composes correspondence, including thank you letters for new grants and acknowledgment letters for grant payments, as noted above. Composes complex documents for others, such as presentations using PowerPoint or Prezi, and ensures they are correct and accurate. As needed, assists with preparing required attachments for proposals. Develops contracts for consultants.
- Meeting/ conference/ event coordination – Arranges meetings, including coordinating with attendees; managing space and equipment rental; managing AV needs, catering, and material preparation.
- Financial support – Reviews and processes payments for credit cards transactions and invoices for the team, inputs proper coding into financial system, prepares check and/or wire requests, manages expense re-classifications, 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 Senior Director of Foundation Relations with developing preliminary data and background information for budget preparation process. Tracks revenue received for the fiscal year, and pledge payments that are outstanding.
- Recordkeeping – Collects information and maintains logs, records, and lists on a regular or ad-hoc basis using Microsoft Word, Excel, or specialized databases such as SharePoint and constituent relationship management (CRM) software. Inputs data into CRM and keeps foundation contacts’ information up to date. 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. Serves as a representative of the Foundations team on CRM-related task groups and test functions.
- Report preparation – Prepares reports for internal staff, as well as members, donors, and government staff by creating tables and charts, calculating statistics, interpreting data, and assisting in writing results. May assist with compiling input for proposals and preparing for presentations.
- Performs other duties as assigned.
- A college degree or equivalent. Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position is required. Previous experience with development, grants, or international organizations is a plus.
- Demonstrated expertise in using Word, PowerPoint, Excel, and specialized databases to create documents, reports and logs. CRM experience is a plus.
- Ability to initiate and manage complex processes needed, with high level of attention to detail.
- Exceptional organizational and analytical skills needed to regularly generate, monitor, and update multiple documents and spreadsheets related to grants management, and to identify discrepancies and errors.
- Excellent writing and editing ability necessary to proof and edit documents and prepare correspondence.
- Interpersonal skills requiring courtesy, tact, diplomacy, and cultural sensitivity to communicate effectively with staff, callers, and visitors.
- Ability to take initiative, prioritize, and complete work with minimal supervision and to meet deadlines.
- Knowledge of other languages or international travel experience is a plus.
- Please visit our Careers Page, job# 17005, to submit an online application including resume and cover letter
- Due to the high volume of applications we are not able to respond to inquiries via phone
As an EOE/AA employer, WWF will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, and veteran or disability status.
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