Administrative Coordinator, Governance Center

Administrative Support Washington, DC, United States

Job Summary
In this role, you will provide administrative support for the Global Director (based in Kenya) as well as the Center staff (primarily based in Washington, DC). Ideally, you have experience working with teams that work in different time zones and will be a detail-oriented and highly organized individual. You will serve as a liaison to country office directors, project area leaders, and high-level external contacts such as donors and partners.

You will also function as a close partner with the Global Director by anticipating needs, proactively resolving issues, assisting in the management of deliverable deadlines, and ensuring timely preparation for upcoming events and commitments. You will assist in the organization, prioritization, and overall management of the Director’s schedule by evaluating internal and external resources and effectively handling issues as they arise. You will organize and coordinate internal and external events and helps coordinate special projects. Administrative support includes preparation and monitoring of expense reports, timesheets, and arrangement of domestic and international travel plans.

You will also work closely with the Operations Manager to implement existing processes such as timesheet allocations and new hire onboarding and work to improve processes where needed.

This position is remote due to Covid-19, but you will be based at WRI’s office in Washington, DC once restrictions have lifted.

Job Responsibilities
Administration (55%)

  • Manage Global Director’s calendar, schedule appointments, and help identify and prioritize fundraising, speaking and partnership opportunities
  • Arrange travel for Global Director, assist with visa applications, and assemble trip materials (meeting schedule, talking points, event information, etc.)
  • Serve as a point of contact for internal and external requests for Governance Center-related information
  • Organize Governance Center shared files, keep track of key documents, and maintain shared calendar
  • Support ongoing efforts to maintain and improve Governance Center systems and processes, introducing them to teams as they are introduced out and implemented
  • Assist with the management of work space allocations, recruitment and hiring, and onboarding
Events and Communications Coordination: (25%)
  • Organize monthly internal all-staff meetings; take minutes and track follow-up as necessary
  • Provide support for internal and external center-wide, and project-specific events, including planning, logistics, outreach and preparation of background material
  • Play a lead role in the organization of team retreats and activities
  • Assist with other communication tasks as needed
Financial Management: (20%)
  • Prepare and monitor expense reports and ensure that all Director travel is charged to the correct codes
  • Provide monthly timesheet guidance to Governance Center staff 
  • Assist Operations Manager with financial and operational management of special projects Other duties may be assigned
Job Qualifications
  • Bachelor's Degree required
  • Minimum 1-2 years 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 
  • Excellent writing and oral communication skills
  • Ability to work independently or in a team environment
  • Ability to present complex information in a clear and concise manner
  • Must be adaptable to rapidly changing priorities and have the ability to manage multiple projects with varying deadlines
  • Strong process orientation with sensitivity to quality
  • Strong writing, database management, and proofreading skills 
  • Excellent communication skills, including the ability to work well in a team
  • US work authorization is required. WRI cannot provide visa sponsorship for this opportunity.
Potential Salary $46,000 - $60,000. Salary is commensurate with experience and other compensable factors. 

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

Program Overview
WRI’s Governance Center works to empower people and strengthen governments to build a resilient, just and sustainable future for all. The Governance Center works with governments, the private sector, civil society and the public to address issues that matter most to poor, vulnerable communities: adapting to climate change; affordable, reliable access to clean energy; environmental rights; water and air pollution; social equity; and open, responsive government.

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, watersustainable 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 inAfrica, Brazil, China, Europe, India, Indonesia, Mexicoand theUnited 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.