Executive Assistant

The High Ambition Coalition for Nature and People (HAC) (www.hacfornatureandpeople.org/home) is an intergovernmental group of more than 100 countries—co-chaired by Costa Rica and France, with the United Kingdom as Ocean co-chair— championing a global deal for nature and people with the central goal of protecting at least 30 percent of the world’s land and ocean area by 2030. The 30×30 target is a global target which aims to halt the accelerating loss of species and protect vital ecosystems that are the source of our economic security.

Job Highlight:

Reporting to the Secretariat Director, you will facilitate the operations of the HAC Secretariat by providing administrative support to the Secretariat Director as well as for the deputy director and the Secretariat as a whole. Working in close coordination with the Director and the HAC Secretariat, you will help prepare travel, event, and meeting materials. You will be the primary contact for internal stakeholders and play an important coordination role. You will be based at the offices of the Global Environment Facility (GEF) in Washington, DC. The HAC Secretariat is co-hosted by WRI and the GEF.

What will you do:

Administrative support :

• Manage all travel bookings including securing travel visas and advising on travel immunizations as needed for all the HAC Secretariat team
• Prepare and monitor expense reports and timesheets of the Director and the Deputy director
• Manage schedules and meeting coordination. Handling correspondence and communication on behalf of the Director and Deputy director including writing letters to Ministers and other high level representatives
• Help organize meetings, including supporting creation of agendas and taking minutes
• Undertake special projects in consultation with the Director

Operations :

• Maintain email lists and manage software accounts (Salesforce, Slack, Monday, etc.)
• Ensure content is up to date on the initiative’s wiki site and intranet page
• Support other operations activities when staff are backlogged by processing sub agreement requests, payment requests, invoices, etc
• Be a trusted ‘go-to’ person for advice on internal processes. Elaborate guides as needed to ensure the smooth coordination of the team with the processes of WRI and the GEF

Meeting and event coordination :

• Help organize meetings and events
• Ensure smooth execution of HAC-related events through planning, logistics, outreach and preparation of background material
• Provide technical, AV support for both in-person and online meetings
• Participate in meetings by recording decisions and next steps, distributing notes to participants, and following up to ensure next steps are taken
• Provide note taking of the meeting when required. Accompany the Director or the Deputy director to international or events in other states as required

What will you need:

Education:

• You have completed a bachelor’s degree

Experience:

• You have a minimum of 5 years of relevant, full-time work experience in an Executive Assistant position or in administrative support
• Experience working with Microsoft Office (Outlook, Word, Excel, and PowerPoint) and web-based communications (e.g., Zoom, Teams)
• Experience working with internationally dispersed teams
• Experience providing administrative support, including scheduling and facilitating meetings. Work in the multilateral system or an international organization is desirable.
• You are proactive and able to manage crises and unexpected situations effectively.
• Attention to the detail and can work under short deadline

Languages:

• Proficient in written and spoken English. Additional language skills in French or Spanish are desirable.

Source: https://jobs.jobvite.com/wri/job/oXb3tfwo