Overview
World Wildlife Fund (WWF), one of the world's leading conservation organizations, seeks a Senior Assistant.
Major Function
The Senior Assistant helps colleagues within the Marketing department with administrative tasks and assists with program implementation related to event planning, member stewardship, and fundraising. The position will interact with members of the team as well as colleagues across Communications & Marketing, Accounting, IT, and elsewhere to ensure that a variety of reports, mailings, invoices, and other items are managed efficiently and effectively.
Responsibilities
- Accounting & Finance Duties: Reviews bills, orders, and invoices for submission into internal accounting system. Prepares check and/or wire requests and completes accounting forms. Creates, codes, and monitors expense reports while tracking budget, seeking explanations for significant variations, forwards questionable items to supervisor. Compiles and reviews financial reports submitted by others. Assists managers with budgeting and expense planning in a collaborative process. Develops detailed knowledge of office procedures to answers questions from staff.
- Recordkeeping & Databases: Collects information and maintains records and lists using Microsoft Word, Excel, and customer relationship management (CRM) software. Reviews, validates, and inputs data as needed and prints out letters, reports, and lists upon request. Identifies any problems with the data and coordinates with others to resolve issues as needed.
- Document Review & Preparation: Composes correspondence for self and others. Composes complex documents such as reports for others and ensures they are correct and accurate. May help prepare proposals and contracts.
- Filing & Mailings: Maintains accurate and organized paper and electronic files of items such as bills, purchase orders, insertion orders, invoices, and other financial documents. Coordinates mailings or other distributions of information from the department, both internally and externally.
- Member Services: Assists with requests related to membership services, including preparing letters and packages, responding to telephone calls, and coordinating with the team lead to help steward our members. May also assist with managing premium items returned to the office, internal requests, and related membership items.
- General Administrative Support: Coordinates meetings/conferences, including reserving meeting rooms, ordering catering, assisting with meeting, expo, and trade show setups, organizing conference calls and preparing/distributing materials. Makes domestic and occasional international travel itineraries for senior staff, upon request. Orders office supplies. Performs miscellaneous office tasks.
- Other duties as assigned.