Executive Assistant to Chief, Country Offices Division - WWF International (Location: Flexible in WWF International Hubs)

Want to make a positive difference to the future of people and our one shared home, the Earth? Working at WWF could be your opportunity of a lifetime.

All around the world, people are waking up to the devastating impacts of climate change and nature loss. The situation today is worse than the darkest predictions of just ten years ago, pushing billions of people to the edge and threatening lives and livelihoods. At WWF, we are facing our biggest crisis – and our biggest ever opportunity – to create a better future for people and nature. With over 60 years of experience and an active presence in more than 100 countries, we work to achieve both on-the-ground and global policy action, from protecting and restoring species and their habitats, to transforming markets and policies toward sustainability.

Our people come from hugely diverse backgrounds and with a variety of expertise, ranging from conservation science and advocacy to HR and finance. We welcome applications from anyone who believes they can help us tackle this enormous global challenge and drive the urgent conservation impact needed to restore our planet.

What We Do
We are an independent conservation organization, striving to sustain the natural world for the benefit of people and the ecosystem. From individuals and communities to businesses and governments, we are part of a growing global movement calling for bolder action on climate and nature, demanding that world leaders set nature on the path to recovery by 2030. WWF works to address the most dominant drivers of nature loss through system-wide changes in how food and energy are produced and consumed, and in how financial systems are structured. By implementing change in every country, we aim to drive visible and positive impacts on the ground, helping to restore nature in the most critical places around the world, from the Amazon to the Coral Triangle.

Engaging everyone means addressing the barriers to participation faced by some groups in society, including local communities. Conservation will only be sustainable if it is owned by, and benefits, local people. That’s why Indigenous Peoples and local communities must be at the centre of action on climate and nature. WWF is committed to using its resources and global network to support these communities in creating together the most effective solutions where they live.

Humanity is still in time, we have a clear pathway to solve this crisis. At WWF, we call on everyone to join the global movement, change how we live, and take action now.

1 MISSION OF THE DEPARTMENT

Ensure excellence in effective and efficient functioning of the Secretariat. Provide the required operational functions, platforms and frameworks needed for WWF International to carry out its functions effectively in all Asia Pacific, Africa and Europe & North Africa.

2 MAJOR FUNCTIONS

Supports the Chief Country Offices Division (COD), WWF International in the fulfilment and execution of duties, both to ensure an effective managing of the department, and to liaise effectively with other WWF International Divisions, Practices and WWF National Organisations, Programme Offices and Associates as well as external partners and suppliers. Carries out a number of key administrative duties for the Chief COD. Carry out independently the key administration functions using initiative and judgement, with knowledge of the organisation’s matters, and an acute sense of diplomacy.

• Secretarial/Administration diploma from a commercial college or equivalent.
• At least 5-7 years’ relevant experience as executive assistant/secretary to high level executives.
• Attentive to detail and follow-up with excellent organisation and prioritisation skills; efficiency;
• Excellent communication skills, empathy and people-oriented; Diplomacy and capacity to take initiative and work as part of a team;
• Ability to research information and synthesise it;
• Interest and experience identifying and implementing processes and procedures to improve work efficiency and productivity;
• Capacity to handle tight deadlines and last-minute changes, and adapt quickly while remaining flexible;
• Ability to problem-solve independently is a must;
• Excellent computer skills with expertise in MS Office as well as a working knowledge of collaborative platforms (Google Drive, Zoom, Workplace);
• Strong oral and written communication skills in English;
• Interest in conservation and modern communications;
• Embraces the WWF mission and values of the organisation: Courage, Integrity, Respect & Collaboration.

• Manage schedules in such a way that the Chief COD is able to complete his obligations in an organised, efficient way
• Manage a highly complex calendar spanning multiple time zones, navigating limited availabilities, shifting priorities and sensitive, high-level commitments. Ensure optimal scheduling by anticipating constraints, coordinating across global offices, and maintaining accuracy, discretion and responsiveness in all planning.
• Anticipate needs and provide high-level, tailored administrative support to the Chief COD including research, answers, screens and follow-up on inquiries and multiple incoming issues and concerns addressed to the Chief COD, including those of a sensitive or confidential nature;
• Provides precise execution of administration support for meetings and conferences including structuring the agenda of meeting, facilitation and coordinating travel arrangements, if required, taking notes and preparing all relevant documents and organising the work streams for the Chief COD;
• Manages special projects in close relationship with the Chief COD’s agenda independently. Prioritise and lead multiple projects at a time, and follow through on issues in a timely manner;
• Supports relevant high level global executive committees, such as the Audit, Risk and Compliance Committee, Finance and Investment Committee, Network Conservation Quality Committee, Network Development Committee, Quality Assurance Committee, relevant Communities of Practice etc.;
• Coordinate internal and external meetings including but not limited to team meetings, staff meetings, all hands meetings, off-site meetings, one-on-one meetings, etc.;
• Emails, edits correspondence, reports and documents and creates spreadsheets and presentations based on familiarity with subject matter, and refers others to appropriate staff member or department;
• Organises international travel/accommodation, including negotiating fares, visas, costs, air-mile/CO²calculations and itineraries;
• Partner closely with executive assistants across the whole organisations to plan and execute meetings and global events;
• Oversees budget and manages Chief COD's expenses (Oracle) and makes sure expenses of Chief COD's direct reports are approved and submitted in a timely manner;
• Undertakes other tasks as assigned and carries out duties relying on own initiative and independent action to assist with scheduling and completing work assignments.