Vaga: Team coordinator and executive assistant (WWF International)

21 Dezembro 2018 |

Panda gigante em árvore, na Reserva Natural de Wolong, na China.

Giant panda

WWF launched a new strategy that harnesses the strengths of the WWF network in a shared vision, focussing on six major goals - water, wildlife, the ocean, climate and energy, forests, and food – and three key drivers of environmental problems – markets, finance and governance.

In support of this strategy WWF undertook a redesign of its international secretariat that will further unite WWF offices and its near 6,400 staff around the world. This will help WWF to build stronger partnerships across the world with government, business, civil society and individuals. Together, we will deliver on WWF’s ambitious goals.

We are recruiting the role of Team Coordinator and Executive Assistant for our International Secretariat to help us achieve our new ambitious goals, and build a future where people live in harmony with nature.

Location: WWF International in Sao Paulo, Brazil

Work percentage: 100%

Contract type: Open-ended

Mission of the department:

To unite the WWF Network and partners and create the right environment to deliver the WWF global conservation goals of the Practice.

The WWF Food Practice seeks to achieve three major outcomes by 2030: (1) Agriculture and aquaculture production is managed sustainably to ensure biodiversity conservation, resilience to climate change, and benefits to rural communities; (2) Food waste and post-harvest loss is halved along the value chain, and (3) promote environmentally sustainable and heathier diets. To realize these outcomes the Practice aligns the WWF Network and work in collaboration with partners from the public and private sectors as well as with civil society organizations.

The role:

Provide support to the Practice Leader in the fulfilment and execution of his duties, both to assist the efficient management of the Practice and to liaise effectively with other WWF International Divisions, Practices and the WWF Network, as well as external partners and contacts;
Assist the Practice Leader in the day-to-day management of the Food Practice Core Team with designated administrative duties;
Provide adequate support to Core Team members in the effective fulfilment and execution of their functions;
Operate and perform to the highest professional standards, with tact and diplomacy, considerable independence, diversified secretarial duties and designated administrative duties using initiative and judgment, high-level organizational skills and knowledge of company policy.

Main responsabilities

Manage the administration of the Practice;
Organize work priorities of the Practice (including activities of the Core Team) and ensure deadlines are met;
Assists the Practice Leader in his or her leadership function, i.e. networking with International Secretariat, other Practices and the wider conservation community as well as other organisations;
Answers and screens enquiries and correspondence in an appropriate manner, based on familiarity with subject matter, and refers others to appropriate staff member or department;
Organizes, prioritizes and tracks agenda, meetings, appointments and paper flow and endeavours to streamline the Practice Leaders’ workload and ensures timely responses to invitations and other requests;
Provides support for meetings, conferences or specific subjects and coordinates and prepares all relevant documents and briefing packs;
Organizes travel for the Practice Leader and Core Team, including flights, accommodation and other logistics and coordinates and prepares documents related to travel; keeping Climate Friendly CO2 info up-to-date;
Provide general office support functions for Core Team members (e.g. photocopying, managing office equipment and supplies, taking phone enquiries, etc).
Arrange the translation of documents where necessary;
Maintain filing system, including digital files;
Edit and draft correspondence, reports and documents; and
Creates presentations and spreadsheets;
Undertakes other tasks as assigned by the Practice Leader.

Required qualifications, skills and competencies:

Personal assistant training from a commercial college or equivalent;
Administrative skills;
At least 8-10 years’ relevant experience as a senior or executive assistant in an international environment.
Ability to draft formal requests and draft responses to formal letters and e-mail messages to high-level executives and government authorities;
Ability to organize in-person and virtual meetings: Core Team weekly meetings; Leadership Team meetings; internal meetings of thematic communities;
Experience in managing virtual meeting platforms;
Demonstrated experience in organizing international meetings in other countries, from its operational aspects (e.g., contracts with service providers), logistics (e.g., procure hotels, flights/local transport, meals, etc.);
Ability to quickly write-up concise meeting notes, synthesizing discussions, highlighting main points and action points;
Ability to coordinate the Core Team, keeping its members informed and ensuring that deliverables are met on time
Ability to manage the calendar of the Core Team, with travels, absences, leave, action/follow-up items;
Ability to triage e-mails received by the Practice Leader;
Ability to organize and manage virtual libraries that are user-friendly and easily accessible to the Core Team;
Ability to organize travel of the Practice Leader, ensuring that schedules, logistics and all necessary documentation are in order prior to each trip;
Ability to prepare travel expense reports, fast;
Meticulous attention to detail and follow-up with excellent organizational and prioritization skills;
A flexible working style, absolute discretion, tact and unfailing diplomacy;
At ease dealing with people and tasks at different levels;
Responsive, efficient and a positive manner and the ability to work as part of a team;
Capacity and willingness to take initiative, proactive attitude;
Excellent command of written and spoken English; other languages would be an advantage;
Computer literate and numerate;
Interest in conservation;
Adheres to WWF’s values, which are: Knowledgeable, Optimistic, Determined and Engaging.
Demonstrates WWF behaviours in ways of working: strive for impact, listen deeply, collaborate openly and innovate fearlessly.