Senior Administrative Assistant/Office Administrator- Alaska
Have you ever dreamed of making an impact on the future of a region that’s home to polar bears, wild salmon and diverse cultures? World Wildlife Fund (WWF), the global conservation organization, seeks an Senior Administrative Assistant/Office Administrator in its US Arctic Field office in Anchorage, Alaska. WWF’s program includes Arctic oceans protection; sustainable fisheries; and conservation of trans-boundary species and ecosystems in the face of rapid climate change. The Administrator is a central part of an Alaska-based team, yet communicates with WWF colleagues around the circumpolar Arctic, particularly Russia. The Administrator is responsible for assisting the Managing Director; coordinating office operations; and supporting other Alaska field staff as needed. The Administrator works with independent judgment to ensure administrative information is well organized, deadlines are met, and problems or inconsistencies are raised and addressed.
This key position will support the Managing Director in scheduling travel, processing credit card statements, and supporting organizational tasks. Key duties also include preparation of materials and reports, preparing for events, assisting on special projects and tasks, and performing a variety of standard and frequently complex administrative duties and responsibilities to ensure the smooth functioning of the office and schedules. This person will interact regularly WWF US headquarters personnel in Washington, DC and WWF Russia field staff in Kamchatka, Russia. This position will support important project management functions such as developing and completing agreements, and ensuring that contract payments are on schedule.
This is an excellent role for an individual who enjoys supporting others by ensuring that smooth and efficient processes are in place, and who places high value on attention to detail, organization and project management. The US Arctic Field Program is seeking someone who has a solid base of experience, yet who is excited to learn and develop within a large and fast-paced conservation organization. Candidates must be highly organized, exceptionally detailed oriented, able to manage and prioritize multiple tasks, competent with computers, and able to maintain a positive attitude in a dynamic environment. The ideal candidate will have Russian language capacity. The Office Administrator reports to the Managing Director.
Major Duties & Responsibilities:
1.Communication - Answers and routes phone calls, greets visitors, and handles a variety of requests from staff, members, donors, and the general public. Arranges meetings and makes appointments for supervisor(s) and staff. Answers complex inquiries requiring detailed knowledge of departmental procedures.
2.Managing Director support – Directly supports office Director including calendar management, travel arrangements, expense tracking, development of handout packets. Occasionally, support will require travel within city limits to locate necessary items such as maps and books. Mileage is reimbursable.
3.General office duties -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. Performs miscellaneous office duties including typing, filing, faxing, photocopying, collating and distributing materials, and sorting and distributing mail. Completes expense reports, credit card expenses and assists Managing Director with coding of hers. 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.
4.Event coordination:
-Co-manages the Managing Director’s Calendar, including scheduling meetings, answering availability requests, coordinating with various parties, scheduling travel.
-Manages the Administrative Calendar, including staff travel, staff vacation, holidays, birthdays, and administrative deadlines.
-Coordinates weekly staff meetings including scheduling, distributing the agenda, sending out reminders, set up, breakdown and maintenance of teleconference equipment, taking and distributing notes.
-Coordinates conferences logistics and production, including catering, set up and breakdown, preparing materials and visuals, set up and breakdown of video conferencing and presentation equipment.
2.Managing Director support – Directly supports office Director including calendar management, travel arrangements, expense tracking, development of handout packets. Occasionally, support will require travel within city limits to locate necessary items such as maps and books. Mileage is reimbursable.
3.General office duties -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. Performs miscellaneous office duties including typing, filing, faxing, photocopying, collating and distributing materials, and sorting and distributing mail. Completes expense reports, credit card expenses and assists Managing Director with coding of hers. 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.
4.Event coordination:
-Co-manages the Managing Director’s Calendar, including scheduling meetings, answering availability requests, coordinating with various parties, scheduling travel.
-Manages the Administrative Calendar, including staff travel, staff vacation, holidays, birthdays, and administrative deadlines.
-Coordinates weekly staff meetings including scheduling, distributing the agenda, sending out reminders, set up, breakdown and maintenance of teleconference equipment, taking and distributing notes.
-Coordinates conferences logistics and production, including catering, set up and breakdown, preparing materials and visuals, set up and breakdown of video conferencing and presentation equipment.
5.Travel Facilitation: Coordinates travel, accommodation bookings for the Managing Director, WWF staff and guests. Responsible for arranging transportation whenever necessary. Negotiates with the vendors, transport operators, hotels and travel agencies.
6.Responsible for the maintenance of equipment, supplies shopping and overall order in the office; takes and updates yearly equipment inventory.
7.Contracts (Grants, Consultancy, Small Grants and Travel) In direct consultation with the Program Staff and Finance Administrator, maintains agreements – amendments, updates, filing deliverables. Secures the signature of all concerned on the agreement processing form. Keeps track of payment/advance made to the grantee/consultant and updates the same in PTS Contracts module. Provides regular updates of these agreements’ status to Finance Administrator.
8.Maintains files pertaining to all agreements. Updates the Project Tracking Systemissued Contracts module on a real time basis and reconciliation of the same with HQ Accounting System.
9.Maintains the Access contacts database, inputs new entries and manages the existing data.
10.Performs other duties as assigned
6.Responsible for the maintenance of equipment, supplies shopping and overall order in the office; takes and updates yearly equipment inventory.
7.Contracts (Grants, Consultancy, Small Grants and Travel) In direct consultation with the Program Staff and Finance Administrator, maintains agreements – amendments, updates, filing deliverables. Secures the signature of all concerned on the agreement processing form. Keeps track of payment/advance made to the grantee/consultant and updates the same in PTS Contracts module. Provides regular updates of these agreements’ status to Finance Administrator.
8.Maintains files pertaining to all agreements. Updates the Project Tracking Systemissued Contracts module on a real time basis and reconciliation of the same with HQ Accounting System.
9.Maintains the Access contacts database, inputs new entries and manages the existing data.
10.Performs other duties as assigned
Minimum Requirements
Education/Experience: All of the following requirements must be met
1.Either a high school diploma + 5 yrs of professional work experience OR a Bachelor’s degree + 2-4 years of professional work experience
Education/Experience: All of the following requirements must be met
1.Either a high school diploma + 5 yrs of professional work experience OR a Bachelor’s degree + 2-4 years of professional work experience
Skills and Abilities: All of the following requirements must be met
1.Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
2.Proficient in Microsoft Office
3.Good organizational and analytical skills
4.Effective writing ability needed to proof and edit documents, as well as to prepare own correspondence.
5.Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
6.Proficient in Russian (reading and writing) highly preferred
1.Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
2.Proficient in Microsoft Office
3.Good organizational and analytical skills
4.Effective writing ability needed to proof and edit documents, as well as to prepare own correspondence.
5.Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
6.Proficient in Russian (reading and writing) highly preferred
Please Note:
-This position is based in Anchorage, Alaska
-No relocation assistance will be provided for this position, and preference will be given to local candidate
-Please visit our careers page and submit an on-line application.
-The most compatible browser that supports the application process is Internet Explorer 7, or version 8 and 9 in “compatibility mode”.
-Submit cover letter and resume to http://www.worldwildlife.org/careers, job #14042
-Due to the high volume of applications we are not able to respond to inquiries via phone.
-This position is based in Anchorage, Alaska
-No relocation assistance will be provided for this position, and preference will be given to local candidate
-Please visit our careers page and submit an on-line application.
-The most compatible browser that supports the application process is Internet Explorer 7, or version 8 and 9 in “compatibility mode”.
-Submit cover letter and resume to http://www.worldwildlife.org/careers, job #14042
-Due to the high volume of applications we are not able to respond to inquiries via phone.
To Apply:
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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