Administrative Coordinator, WRI Ross Center for Sustainable Cities

Administrative Support Worldwide

Job Summary:

In the U.S. office, this position is remote due to Covid-19 and can remain remote once restrictions are lifted. This position can also be based in our Hague office.

As the Administrative Coordinator, you will enhance the effectiveness of the WRI Ross Center for Sustainable Cities by providing administrative support to top management of the Ross Center. In this position, you will serve as a point of contact for on-site special events and large meetings for the Program and relies on an initiative driven individual to identify opportunities and execute actions to improve operational efficiency. You will work closely with the Global Director Administrative Coordinator, Program Strategy, and Senior Management by anticipating needs, proactively resolving issues, assisting in the management of operational deadlines, and ensuring timely preparation for upcoming events and commitments. As the Administrative Coordinator, you will independently address the administrative needs of the Senior Management. Your administrative responsibilities include an emphasis on scheduling and meeting preparation, compiling updates and decisions made by the Senior Management, preparation and monitoring of expense reports, keeping the institutional calendar up to date, organization of shared folders and relevant documentation guiding decision making, arrangement of domestic and international travel plans, and email monitoring/management. You will also support internal and external events and help in the coordination of special projects for the Strategy team.

Job Responsibilities:

The Administrative Coordinator’s key responsibilities will include, but are not limited to:

Senior Management Assistance and Global Office Administration 66%:

  • Provide day-to-day administrative support to Senior Management including scheduling and agenda-setting
  • Support Senior Management in tracking of tasks/meetings/emails and prioritization of responsibilities to ensure timely follow-up and execution
  • Provide e-mail management and monitoring to Senior Management, including reading, monitoring, and possibly responding on behalf of Executive Team members
  • Arrange international and domestic travel itineraries for Senior Management, including flights/train tickets, hotels, and provide visa assistance as needed
  • Prepare and monitor expense reports for Senior Management to ensure proper financial objectives are met, including corporate credit card reconciliation, per-diem, and reimbursements
  • Provide timesheet assistance to Senior Management, including backup approval as necessary
  • Organize internal and external meetings, collect background materials, take minutes, and track follow-ups as necessary.
  • Assist the Global Director’s Administrative Coordinator with the quarterly Cities’ all staff meetings.
  • Coordinate special events and large meetings in the Global Office for Workstreams, which may include material preparation, room set-up, A/V management, and catering coordination
  • Liaise with WRI’s Audio Visual Specialist for on-site and remote virtual meetings held on Zoom, Microsoft Teams, or other applicable digital meeting rooms
  • Coordinate across programs at the institute and within the Program to contribute to the overall success of WRI Ross Center

Strategy Assistance 33%:

  • Assist the Center’s Executive Team scheduling meetings, capturing action items, and organizing relevant documentation and knowledge in shared folders and technological platforms
  • Support internal communications by compiling and systematizing updates and decisions made by the Senior Management
  • Liaise with Directors and/or appointed personnel to capture relevant updates
  • Help gather data and report expenditures for strategic priorities across the organization in coordination with Cities’ grants and finance associate(s)
  • Support the development and management of an institutional calendar for the Senior Management
  • Engage with core functions to keep the calendar up to date and provide support in anticipating deadlines, identifying opportunities and execute actions to improve operational efficiency

Job Qualifications:

  • Bachelor’s degree minimum
  • Minimum 1-2 years full time experience working as a business personal assistant, special assistant, or executive assistant (or similar role)
  • Superior organization skills and attention to detail
  • Ability to be flexible and shift priorities as needed depending on the changing Senior Management needs
  • Has the initiative to work independently when needed, as well as closely with team members
  • Demonstrates ability to anticipate challenges and ensure productivity
  • Set priorities and solves a range of general problems independently
  • Ability to maintain confidentiality
  • Professional demeanor and superior people skills
  • Excellent computer skills in Microsoft Office (Outlook, Word, Excel, Power Point)
  • Basic financial data processing and analytical capabilities
  • IT skills in remote virtual meeting rooms (Zoom, Microsoft Teams, etc.)
  • Ability to learn and use software applications that are used by WRI Ross Center for Sustainable Cities
  • Excellent oral and written communication skills; multiple languages a plus
  • US work authorization is required for this position
  • Commitment to WRI’s mission and values and interest in environmental issues

Potential Salary:

$46,000 - $60,000 if based in the US. Salary is commensurate with experience and other compensable factors.

How to Apply:

Please submit a resume with cover letter. Applicants must
apply through the WRI Careers portal to be considered.

Program Overview:

The WRI Ross Center for Sustainable Cities (Cities Program) helps to transform cities into compact, connected and resilient spaces that provide healthy, accessible, and prosperous living environments for their residents. We coordinate the Cities Program’s extensive technical and practical expertise through eight integrated solution areas: Integrated Transport Systems, Vision Zero, Zero Carbon Buildings, Livable Neighborhoods, Electric Mobility, Water/Heat Resilience, Air Quality and Inclusive Climate & Energy Action Planning. Data and Urban Finance are cross-cutting themes that inform
all ofour solution offerings. We implement our solutions by working deeply with multiple stakeholders over long periods of time to demonstrate possibilities in rapidlytransforming cities. We expand our impact to other cities by leveraging these demonstrated possibilities to convene multiple cross-sectoral stakeholders and partnering with city networks. Our research and projects in cities and in national policies connect environmental sustainability, health, safety, equity, and quality of life.

WRI Overview:

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.

We are passionate. We value our diversity of interests, skills, and backgrounds. We have a flexible work environment. And we share a common goal to catalyze change that will improve the lives of people. Our shared ideals are at the core of our approach. They include integrity, innovation, urgency, independence, and respect.

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.

We have been growing rapidly: our staff has doubled in size over the past 5 years, and our operating budget is nearing $200 million. Founded in 1982, WRI has a global staff of over 1,600 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.  

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.