Administrative Coordinator

Administrative Support Washington, DC, United States

Job Summary:

Reporting to the Operations and Finance Manager, you will enhance the effectiveness of the WRI Ross Center for Sustainable Cities by providing administrative support to top management of the Ross Center. 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 Operations, 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.

You will independently address the administrative needs of the Senior Management. Your work will include administrative responsibilities like an emphasis on scheduling and meeting preparation, preparation and monitoring of expense reports, and arrangement of domestic and international travel plans. In this position, you will support internal and external events and help in the coordination of special projects for the operations team. 

This position is remote due to Covid-19, but you will be based in Washington, DC once restrictions have been lifted.

Job Responsibilities:

Senior Management Assistance 50%:

  • 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 tasks to ensure timely follow-up and execution
  • Use Concur and Corporate Traveler to 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-up as necessary.

 Global Office Administration 25%:

  • Schedule and coordinate the Program’s monthly DC staff meeting, including the agenda, presentation slides, and key participant speakers
  • Assist the Global Director’s Administrative Coordinator with the quarterly Cities’ all-staff meeting
  • 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
  • Support appropriate follow-up to all internal and external engagements
  • Identify opportunities and execute actions to improve operational efficiency
  • Coordinate across programs at the institute and within the Program to contribute to the overall success of WRI Ross Center.

Operations Assistance 25%:

  • Assist operations in onboarding and offboarding of Program staff. Support the Operations Manager in welcome presentations, operation training, and office space management
  • Maintain the DC Program’s listserve for Cities staff meeting calendar notifications and critical Program emails
  • Record Program new hires and departures and update the Global Office staff count on a quarterly basis
  • Assist MFR and Program Operations quarterly in updating the Global Office organization chart.

Job Qualifications:

  • Bachelor’s degree 
  • Minimum of 1 year of 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)
  • 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
  • Commitment to WRI’s mission and values and interest in environmental issues
  • US work authorization is required 

Potential Salary:

$46,000 - $60,000. Salary is commensurate with experience and other compensable factors.

How to Apply:

Applicants must apply through the WRI Careers portal to be considered. Please include a cover letter and your resume.

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 in order 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 now $150 million. Founded in 1982, WRI has a global staff of 1,000+ people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, 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.