Administrative Coordinator, Executive Office

Administrative Support Washington, DC, United States


Job Summary:

The Administrative Coordinator will support the President in executing his responsibilities, assisting with various projects in the executive office, and liaising with the rest of the Institute. In this role, you will ensure the highest and most effective use of the President’s time (with guidance from the President and working with the Chief of Staff and Executive Assistant) including overseeing the President’s schedule and travel – this will include tracking priorities, incoming requests, deadlines, and longer-term planning Additional programmatic and administrative duties as needed including preparation of briefing materials, writing, and editing documents

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

Job Responsibilities:

Administrative Management – 60%

  • Provide administrative support to WRI’s President, primarily managing calendars and scheduling appointments
  • Prepare daily briefings for the President, working closely with the Executive Assistant and with input from the Chief of Staff on priorities
  • Coordinate closely with fellow team members to help the office run smoothly, avoiding duplication of efforts
  • Ensure timely responses to requests from staff and external partners

Operational Support – 5%

  • Completing time sheets for the President, approve the timesheets of direct reports
  • Prepare, monitor, and approve expense reports
Travel-related Tasks – 15%
  • Overseeing paperwork related to securing/updating travel documents and visas for the President Booking travel and hotel logistics
  • Liaising with international office staff to produce travel itinerary, background materials, etc.

Other administrative tasks as needed – 20%

  • Arrange and participate in internal and external meetings as assigned; coordinate logistics, catering, develop agendas and supporting materials, take notes, and track follow-up items
Job Qualifications:
  • Bachelor’s degree
  • 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.
  • Commitment to WRI’s mission and values and interest in environment and development issues
  • Handle sensitive and confidential situations and information with discretion
  • While WRI is primarily working from home, as the President works out of WRI’s Washington DC office, applicants must be based in the DC/MD/VA region.
  • Superb written, oral, and organizational skills and a strong attention to detail
  • Experience handling a high influx of information and prioritizing tasks effectively.
  • Ability to work within deadlines both independently and as a team member with the rest of the Executive Office.
  • Friendly, positive demeanor, sense of humor, and determined attitude.
  • Ability to take initiative, anticipate needs and problems, and organize and complete projects with minimal supervision
  • US work authorization is required for this position

Preferred

  • Experience arranging international travel and familiarity with visa processes
  • Familiarity with accounting systems for expense reporting, specifically with Concur
  • Experience in the environmental, conservation, or international development arena.
Potential Salary:

$53,000 - $68,000. 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:


Our Executive Office is seeking a detail-oriented and highly organized individual to assist the President. WRI's President works with leaders in government, business, and the non-profit community to forge alliances that further the Institute's work; with media to spread our messages; and internally with staff on the development of programming and resources. You will work in close coordination with WRI’s President, Executive Assistant, and the Chief of Staff and as part of the executive office team. In this position, you will play a critical role in helping to ensure that the Institute runs efficiently and effectively. You will support the President in executing his responsibilities, assisting with various projects in the executive office, and liaising with the rest of the Institute.  You will work with the Executive Assistant to meet the Executive Office’s responsibilities, prioritize and manage tasks, and support special projects related to the President’s strategic vision.  Reporting to the Executive Assistant, you will have a unique vantage point at a leading think tank. This is an excellent opportunity for someone with a passion for the environment and development, interest in non-profit management, superb people skills, and strong attention to detail to contribute meaningfully to advancing our mission.  


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.