EXECUTIVE ASSISTANT TO THE MD FOR PROGRAMS

This is a hybrid position which requires 8 days/month in the office. You can be based in our office in Washington DC. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position. To be eligible for this position in US, you must be a resident of DC, Maryland or Virginia at the start of employment.

About the program:

The Executive Office is formed of the President and CEO, five Managing Directors, the Chief of Institutional Alignment, and the General Counsel and important staff who work with leaders in government, business, and the nonprofit community to create alliances that further the Institute's work; with media to spread WRI's messages; and internally with staff across the WRI network on the development and resourcing of programmatic work

Job highlight:

Reporting to the Global Coordination Manager and indirectly reporting to the Managing Director for Programs, you will play a critical role in helping support the effective and timely execution of the Managing Director of Programs’ responsibilities and priorities. You will help meet the demands of a high-volume global organization with an ambitious set of programmatic initiatives.

The position requires outstanding organization, communication, and interpersonal skills necessary to perform in a fast-paced, ever-evolving environment. The individual must be responsive, proactive, self-motivated, and detail-oriented – demonstrating strong problem-solving and time management skills, with a high degree of flexibility. You should be comfortable handling a high influx of information, prioritizing effectively, managing up, and collaborating across multiple teams.

The individual will engage daily with WRI's global body of staff and high-level officials across the world giving insight into WRI's portfolio of programmatic work. Working with a team of Executive Office staff and WRI's senior leadership situated at the heart of an internationally renowned environmental organization. You will integrate equity into your work.

• Education: You have a completed bachelor’s degree in related area. Relevant work experience is accepted in lieu of a degree
• Experience: You have 3+ years of work experience in an administrative or executive assistant role, including scheduling, travel management and inbox management
• You have mastery working with Microsoft Office (Outlook, Word, Excel, Access, PowerPoint) and web-based communications (Zoom, Microsoft Teams, etc.).
• Languages: Verbal and written proficiency in English required. Fluency in any of WRI's other languages is a bonus (Mandarin, Bahasa, Hindi, French, Spanish, Portuguese, etc.)
• Requirements: Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization

• Plan and coordinate the business calendar, scheduling and arranging meetings and updating the Managing Director as needed to cover urgent incoming requests
• Manage a fast-flowing email inbox, bringing urgent issues and those requiring action to their attention
• Organize and prepare for business travels, including bookings, pre-travel paperwork and other requirements (e.g., medical testing or vaccinations) and creating detailed hour-per-hour itineraries
• Process and approve expense claims
• Support the preparation, checking, and editing of correspondence and documents and presentations
• Maintain an effective electronic filing system, including recording of official correspondence and maintaining a business contacts database (SharePoint, Salesforce, etc.)
• Manage events for the Managing Director such as in-office workshops, retreats business dinners, etc. while providing support on site
• Organize and attend high-level monthly meetings to manage meeting logistics, including recording and detailed notetaking; maintain associated documents and presentations; and distribute comprehensive meeting notes with clearly outlined action items
• Assist with special projects as assigned. This will include data gathering, record keeping, convening stakeholders, and preparing communications.