Major Function The Senior Assistant, Forests (SA) will support WWF Forest Team’s work to address threats and conserve the world’s forests to sustain nature’s diversity, benefit our climate, and support human well-being. The SA will work closely with the Sr. Executive Program Operations Specialist to ensure an elevated level of efficiency and functionality is provided to senior leaders of the Forest Team by promoting coordination and cohesion across the team and fostering internal and external relationships for the success of several sub-teams, including but not limited to the Team Management Unit, Amazon, Infrastructure, and Congo Basin Teams. The SA will bring experience in calendar management and system processes along with provisions of operating systems which intersect within teams. The SA is an experienced collaborator and is enthusiastic about helping others but also adapts to working independently. The SA will demonstrate proficiency in administrative and organizational skills, and detailed knowledge of the organization policies and programs.  Key ResponsibilitiesCalendar Management: Responsible for maintaining schedules for specific members of the Forest Leadership Team and the broader Forest Team by organizing meetings and appointments, team meetings and presentation series, annual retreats, special events, participant coordination, space and equipment rental, AV needs, catering, and material preparation.Financial/Agreement Support: The SA will review and process payments for credit cards transactions, invoices, and reimbursements; determine the proper coding into financial system through coordination and consulting with Program Operations & Accounting staff. In addition to reclassing and tracking payments using the WorkDay system, the SA will serve as a “team expert” for the initiation and creation of new consultancy, travel, and/or grant agreements using the SmartSimple system. This entails verification of bank details with new vendors and consultants; liaising with Program Operations for status updates on payments, financial, and technical deliverables, and serving as a point person for the technical officer for internal and external related inquiries.SharePoint & Teams Sites: The SA will oversee and maintain the Forest Team’s intranet and depot sites by updating travel approval and team calendar forms, maintaining team directory, updating, and archiving document repositories, collaborating with initiative leads and the communications team for accuracy of content related to the forest initiatives, updating photos, and updating the team calendar.Travel Coordination: The SA will coordinate and make travel arrangements for senior leaders ensuring visa requirements and preparations are complete. In coordination with ALTOUR, review and propose flight recommendations, produce travel itinerary, compilation of travel materials and other supporting travel documents, as necessary.General Administrative Duties: In addition to the responsibilities referenced above, the SA will order office supplies, coordinate mailings, the production and distribution of documents, greet visitors, provide basic IT support, and manage a variety of internal and external requests.Other duties as assigned.
