Office Administrator – World Wildlife Fund

Job Type(s): Administrative
Deadline: November 18, 2019 12:00 am
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Overview

Have you ever dreamed of making an impact on the future of one of only four remaining intact temperate grasslands in the world, home to bison, black-footed ferrets, an array of grassland birds, and diverse communities? World Wildlife Fund (WWF), the global conservation organization, seeks an Office Administrator for its Northern Great Plains (NGP) Field office in Bozeman, Montana. WWF’s program leads innovative work with public agencies, tribal nations, ranchers and other partners to create a sustainable future for the Northern Great Plains. Its two main goals are to sustain and enhance biodiversity across the Northern Great Plains and to restore two flagship species—bison and black-footed ferrets—where possible within the region. The Office Administrator is a critical member of the team responsible for ensuring the smooth and efficient functioning of the field office. This position plays an integral role in coordinating office operations, planning WWF events and field tours, and providing donor management support. In addition, the role provides scheduling and travel assistance to senior management and supports field staff as needed. The Office Administrator interacts with all members of the team, as well as major donors, regional partners and WWF US headquarters personnel in Washington, DC. The position works with independent judgment to ensure administrative information is well organized, deadlines are met, and problems or inconsistencies are raised and addressed.

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 Northern Great Plains Program is seeking a seasoned administrator, someone who has a solid base of experience, yet who is excited to learn and develop within a large and fast-paced conservation organization. The ideal candidate is interested in the unique challenges presented by supporting a field office. This person is comfortable wearing multiple hats and jumping in to get the job done when needed. We are looking for someone who can think on their feet and isn’t daunted by problem-solving on the fly. 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 Office Administrator reports to the Finance and Operations Lead.

Responsibilities

  • Office management – Maintains all office and field supply inventory as well as relationships with office vendors. Researches new equipment purchases and ensures compliance with procurement policy. Serves as point of contact for office IT support. Handles administrative aspect of on-boarding new employees and serves as administrative liaison with HQ on policies and procedures. Coordinates mailings and supports staff in creation, production and distribution of documents, presentations and other materials. Answers and routes phone calls and handles a variety of internal and external requests. Supports with maintenance of field vehicles as needed.
  • Event coordination – 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 annual staff retreat logistics and production, including catering, preparing materials and visuals, set up and breakdown, including AV equipment. Provides logistics support to program staff for WWF workshops and special events. Negotiates with the vendors, transport operators, hotels and travel agencies. May require extensive coordination with parties in the field.
  • Development support – In coordination with Managing Director, plans three Advisory Committee (AC) meetings per year, including one field trip. Responsible for creation of presentations, AC packets and meeting minutes. Manages all logistics including attendee coordination, space/equipment rental, AV needs, catering, and material preparation for donor tours, AC annual trip and other special donor events. Maintains donor mailing list and coordinates production and mailing of donor reports, holiday cards and calendars. Serves as point of contact for communication with donors and AC members as well as liaison with Development Coordinators at HQ. Generates donor acknowledgements as directed.
  • Senior management support – Provides administrative and logistical support to Managing Director and Director of Conservation Programs in the form of calendar support, meeting coordination, and travel and conference arrangements. Maintains receipts, reviews monthly credit card transactions and inputs proper coding into financial system.

Qualifications

  • A high school diploma is required.
  • Must have at least 5 years of demonstrated and progressively responsible experience in an administrative function.
  • Demonstrated ability to use Word, PowerPoint, Excel and specialized databases to create documents, reports and logs.
  • Excellent organizational skills needed to keep an office running smoothly.
  • Experience coordinating travel arrangements and successfully planning logistically challenging events is important.
  • Comfortable learning new technologies and troubleshooting IT issues.
  • Effective writing ability necessary to prepare correspondence and meeting minutes.
  • Interpersonal skills requiring courtesy, diplomacy and discretion necessary to effectively communicate with staff, callers, visitors and donors.
  • Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
  • Must be willing to travel 1-2 times a year within the NGP region.

Please Note:

  • The person in this role must be based out of the WWF, Bozeman Montana office.
  • We are looking to fill this position as soon as possible. We will start reviewing applications as soon as they are received.
  • Pay is highly competitive, and benefits are provided.

As an EOE/AA employer, WWF will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, age, marital status, genetic information, sexual orientation, gender identity and expression, disability, or protected Veteran status.

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