Senior Assistant

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Description

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The Senior Assistant, Oceans is responsible for a variety of standard and frequently complex administrative duties. Supports accounting tasks and special projects to ensure the smooth functioning of department or program using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies.  Communicates on a daily basis with the department staff, staff from other departments, as well as external partners, such as donors and government agencies, to coordinate activities, and obtain and disseminate information.

Responsibilities:

• Document review and preparation – Regularly composes correspondence for self and others. Composes complex documents, including reports and may help prepare proposals and contracts. Ensures documents are correct and accurate. 
• Financial accountability – Assists supervisor with developing preliminary data and background information for budget preparation process. Monitors expense reports against budget, seeking explanations for significant variations; forwards questionable items to supervisor. Reviews bills and invoices and invoices and prepares check and/or wire requests. May compile and review financial reports submitted by others.
• 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.
• 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 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; provides general orientation and training. 
• Performs other duties as assigned.

Qualifications:

• Attention to Detail: Possess a keen eye for detail, particularly spelling, punctuation, and grammar, as well as accuracy and completeness of information being communicated and acted upon
• Organizational Skills: Proactively manage the SVP’s crowded, evolving calendar and travel plans by taking steps to maximize the work day and road trips, offering suggestions for the SVP to accomplish priorities with the amount of time and resources available (i.e.: proactively ensuring dates and times do not create avoid conflicts)
• Communication Skills: Leverage strong emotional intelligence to excel at active listening, ask follow up questions for clarity, and actively anticipate the needs of senior leaders and colleagues
• Problem Solving and Critical Thinking: Work independently to accomplish tasks while understanding pathways of escalation for decision-points that must be made by SVP or deputy
• Collaboration and Teamwork: Lead the team in adopting best practices for administrative functions, wielding soft power and influence to ensure alignment with SVP’s office

Skills and Abilities: 

• 5 years of demonstrated and progressively responsible work experience in an administrative assistant or secretarial position is required.
• Demonstrated experience using ability to use word processing and spreadsheet software packages to create documents, reports and logs. Some knowledge of database packages preferred.
• Ability to type at least 40 words per minute.
• Good organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare own correspondence.
• Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
• Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
• Demonstrated ability to use Microsoft office suite; strong PowerPoint skills are a plus.
• Experience with calendaring and coordinating travel arrangements is preferred.  
• Committed to building and strengthening a culture of inclusion within and across teams. 

Source: https://careers-wwfus.icims.com/jobs/3832/senior-assistant,-oceans—25044/job?mobile=false&width=1000&height=500&bga=true&needsRedirect=false&jan1offset=330&jun1offset=330

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