Executive Assistant to the President/CEO

Job Description

This is a hybrid position which requires you to come into our Washington, DC office in alignment with our CEO's schedule. 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, you must be a resident of DC, Maryland or Virginia at the start of employment.

About the Program:

This position is at the core of WRI's mission and values, supporting the President/CEO to deliver on our strategy.

Job Highlight:

Reporting to Senior Executive Assistant, Office of the President and CEO, you will support them in executing their responsibilities, assisting with various projects in the executive office, and liaising with the rest of the Institute. You will ensure the highest and most effective use of the President’s time including overseeing their schedule and travel – this will include tracking priorities, managing incoming requests, deadlines, and longer-term planning. Additional programmatic and administrative duties as needed including preparation of briefing materials, writing, and editing documents is a key part of this role. You will be supported by the Senior Executive Assistant and the Senior Adviser to the President.

What will you do:

Administrative Management (60%):

• Manage the President’s calendar, scheduling appointments with internal colleagues and external partners.
• Proactively ensure that relevant teammates are informed, included in internal meetings, and ensure each meeting has an agenda ahead of time
• Working with the Senior Advisor and the Senior Executive Assistant, proactively look to the weeks ahead and determine what preparation is needed for various events, presentations, and external meetings, reaching out to internal teams to prepare. Ensure timely responses to requests from staff and external partners
• Work with different stakeholders internally – including WRI’s country office and program staff to schedule and manage critical meetings
• Work with Board team to manage and plan the President’s schedule for Board meetings and subsequent follow up on key tasks related to it

Operational Support (10%):

• Be competent on systems used for timesheets, expense reports: Deltek, Concur, Workday
• Complete time sheets for the President, approve the timesheets of direct reports
• Prepare, monitor, and approve expense reports
• Monitor and ensure the President completes HR related obligations on time including performance management requirements

Travel-related Tasks (15%):

• Book all travel for the President including flights, trains, hotels, car rentals
• As needed, preparing the paperwork for and securing visas
• Liaise with relevant teams including Programmatic/Development/Country Office staff to produce travel itineraries, prep background materials, etc.
• Collaboratively plan the President’s travel for the year ahead and ensure travel and spending is in line with budgetary expectations while achieving the goals of the President and the organization

Event Management tasks (15%):

• Support with the logistics and set-up of in-person meetings with external partners
• Support with larger organization-wide events and retreats specifically where the President is involved

What will you need:

• Education: You have completed a bachelor’s degree in a relevant field of study or equivalent work experience
• Experience: You have a minimum of 3 years of administrative experience supporting a high-profile executive, specifically experience with calendaring and scheduling
• Excellent project management and computer skills in MS Office (Outlook, Word, Excel, and PowerPoint), web-based communications (e.g., Microsoft Teams, Zoom, etc.), etc.
• Handle sensitive and confidential situations and information with discretion
• Experience handling a high influx of information and prioritizing tasks effectively
• Comfort in interacting with internal and external C-Suite level individuals
• While this role will have space to independently work on tasks, it is a highly collaborative position and requires constant communication with teammates across all sectors
• Ability to work as a team member with the rest of the Executive Office and other programs and teams
• Ability to work with different time zones, cultures given WRI’s various country offices with sensitivity, care and understanding
• Experience arranging international travel and familiarity with visa processes
• Familiarity with accounting systems for expense reporting, specifically with Concur and Workday
• Languages: Verbal and written English proficiency

Potential Salary: US salary range is between 69,000 and 73,000 USD. Salary is commensurate with experience and other compensable factors.

How to Apply: Please submit a resume with a required cover letter by the date of 3 September 2024. We are unable to consider your application without a cover letter.

You must apply through the WRI Careers portal to be considered.

What we offer:

• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
• The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities.
• A workplace that strives to put diversity and inclusion at the heart of our work
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
• Commitment to hybrid working model with flexible working hours
• Generous leave days that increase with tenure
• Medical Coverage, Dental Coverage, Vision Coverage, retirement plan access and employer contribution, Paid Time Off

About Us:

Founded in 1982, World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. WRI has a global staff of over 1,800 people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, Colombia and the United States, as well as a growing presence in other countries and regions.

The foundation of our work is delivering high-quality research, data, maps, and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Integrity, Innovation, Urgency, Independence and Respect.

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission and applies this principle to our organizational and programmatic practices. We are committed to providing equal opportunities in employment; we embrace all diversity and encourage women, the LGBTQ+ community, persons with disabilities, Afro-descendants, and Indigenous people to apply. Recognizing our strong commitment to gender equality, WRI has also been awarded EDGE certification.

Our team in Human Resources carefully reviews all applications.