Administrative Assistant, Earth for Life

Overview

World Wildlife Fund (WWF), a globally recognized conservation organization, is hiring an Administrative Assistant for its Earth for Life program. In this role, you will help keep the Strategic Planning and Finance (SPF) team running smoothly by handling day-to-day administrative tasks, office coordination, and support work tied to the organization’s systems and processes.

The position includes a mix of routine administrative support and broader office assistance, such as invoice handling, expense reporting, scheduling, travel coordination, and document organization. The role also supports internal communications, meetings, onboarding, and financial processing within the team.

Compensation: The salary range for this role is $44,600 to $55,700 per year, which works out to approximately $24.51 to $30.60 per hour.

Location: Washington, D.C., with a hybrid setup that requires at least 2 days per week in the office.

Work authorization: Applicants must already have legal authorization to work in the U.S. Visa sponsorship is not available for this role. All hires must complete identity and work-eligibility verification as required by federal law.

Responsibilities

• Handle scheduling, meeting requests, email routing, visitor greetings, and general inquiry support for supervisors and team members.
• Coordinate calendars, travel bookings, and day-to-day office support tasks for the team.
• Process credit card transactions, reimbursable expenses, invoices, and other payments while applying correct accounting codes in the financial system.
• Prepare check or wire requests, manage reclassification requests, and work with Program Operations to monitor payment tracking.
• Compile, review, and organize financial reports and expense submissions, including entries in Workday and Smart Simple.
• Track expense reports against budgets and flag unusual variances when needed.
• Arrange meetings, conferences, and special events by managing logistics such as space, equipment, AV, catering, and materials.
• Register supervisors and staff for conferences, workshops, and other events.
• Maintain the team’s online file repository so key documents stay organized, current, and easy to access.
• Coordinate with the Knowledge Management team to keep file practices aligned with organizational standards.
• Support onboarding for new SPF team members, including schedules, office setup, system coordination, and early-stage guidance.
• Complete additional duties as assigned.

Requirements

• High school diploma or equivalent, along with 1 to 4 years of experience in an administrative assistant, secretarial, or similar role.
• Strong working knowledge of Microsoft Office tools, including Outlook, Word, PowerPoint, and Excel.
• Clear and effective oral communication skills.
• Strong organizational ability with the capacity to proofread and edit documents carefully.
• Good written communication skills for drafting correspondence.
• Prior experience with basic expense reporting.
• Experience arranging travel.
• Professional interpersonal skills, including courtesy, tact, and diplomacy when working with staff and visitors.
• Ability to work with standard supervision, take initiative, prioritize tasks, finish work, and meet deadlines.
• Commitment to supporting an inclusive workplace culture.
• Alignment with WWF values: courage, integrity, respect, and collaboration.

Additional information

WWF values: The organization expects staff to demonstrate courage by speaking up when needed, integrity by being accountable and trustworthy, respect by valuing different viewpoints, and collaboration by working cooperatively across teams and groups.

Application instructions: Candidates should submit a cover letter and resume through the organization’s careers page and reference requisition number 26057. Because of the large number of applications, phone inquiries will not be answered.

Equal opportunity: WWF provides equal employment opportunity to all qualified individuals regardless of age, race, color, sex, religion, national origin, disability, veteran status, or any other protected characteristic under applicable law.