Job Highlight:

Reporting to Senior Executive Assistant, Office of the President and CEO, you will support them in executing their responsibilities, assisting with various projects in the executive office, and liaising with the rest of the Institute. You will ensure the highest and most effective use of the President’s time including overseeing their schedule and travel – this will include tracking priorities, managing incoming requests, deadlines, and longer-term planning. Additional programmatic and administrative duties as needed including preparation of briefing materials, writing, and editing documents is a key part of this role. You will be supported by the Senior Executive Assistant and the Senior Adviser to the President.

What will you do:

Administrative Management (60%):

• Manage the President’s calendar, scheduling appointments with internal colleagues and external partners.
• Proactively ensure that relevant teammates are informed, included in internal meetings, and ensure each meeting has an agenda ahead of time
• Working with the Senior Advisor and the Senior Executive Assistant, proactively look to the weeks ahead and determine what preparation is needed for various events, presentations, and external meetings, reaching out to internal teams to prepare. Ensure timely responses to requests from staff and external partners

• Work with different stakeholders internally – including WRI’s country office and program staff to schedule and manage critical meetings
• Work with Board team to manage and plan the President’s schedule for Board meetings and subsequent follow up on key tasks related to it

Operational Support (10%):

• Be competent on systems used for timesheets, expense reports: Deltek, Concur, Workday
• Complete time sheets for the President, approve the timesheets of direct reports
• Prepare, monitor, and approve expense reports
• Monitor and ensure the President completes HR related obligations on time including performance management requirements

Travel-related Tasks (15%):

• Book all travel for the President including flights, trains, hotels, car rentals
• As needed, preparing the paperwork for and securing visas

• Liaise with relevant teams including Programmatic/Development/Country Office staff to produce travel itineraries, prep background materials, etc.
• Collaboratively plan the President’s travel for the year ahead and ensure travel and spending is in line with budgetary expectations while achieving the goals of the President and the organization

Event Management tasks (15%):

• Support with the logistics and set-up of in-person meetings with external partners
• Support with larger organization-wide events and retreats specifically where the President is involved

What will you need:

• Education: You have completed a bachelor’s degree in a relevant field of study or equivalent work experience
• Experience: You have a minimum of 3 years of administrative experience supporting a high-profile executive, specifically experience with calendaring and scheduling
• Ability to work flexible in-office schedule in alignment with the President’s schedule
• Excellent project management and computer skills in MS Office (Outlook, Word, Excel, and PowerPoint), web-based communications (e.g., Microsoft Teams, Zoom, etc.), etc.
• Commitment to WRI’s mission and values and interest in environment and development issues
• Handle sensitive and confidential situations and information with discretion
• Superb written, oral, and organizational skills and a strong attention to detail
• Experience handling a high influx of information and prioritizing tasks effectively
• Comfort in interacting with internal and external C-Suite level individuals

• While this role will have space to independently work on tasks, it is a highly collaborative position and requires constant communication with teammates across all sectors
• Ability to work as a team member with the rest of the Executive Office and other programs and teams
• Ability to work with different time zones, cultures given WRI’s various country offices with sensitivity, care and understanding
• Friendly, positive demeanor, sense of humor, and determined attitude
• Ability to take initiative, anticipate needs and problems, and organize and complete projects with minimal supervision
• Preferred: Experience arranging international travel and familiarity with visa processes
• Familiarity with accounting systems for expense reporting, specifically with Concur and Workday
• Experience in the environmental, conservation, or international development arena
• Languages:Verbal and written English proficiency