Special Assistant, Chief Operating Officer’s Office - 26010

Overview

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Special Assistant, Chief Operating Officer. 

Provides executive-level administrative and project support to the Chief Operating Officer (COO). This position will organize and execute daily activities to support the smooth functioning of the COO’s office, which includes administrative, financial, operational, and project-based responsibilities. The role will also support the prioritization of activities of the COO’s Office to increase productivity and overall effectiveness.

NOTE: This is a Hybrid Role in the DC office for a minimum of 2-3 days a week with flexibility to be onsite more frequently, as needed.

**This position is likely to start in October.**

Please note: Applicants must be legally authorized to work in the U.S. This position is not eligible for employment visa sponsorship.  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  

Responsibilities

• Coordinates and maintains the calendar of the COO to prioritize and optimize time, and ensure projects are moving forward. This includes the coordination of all logistics of the meeting, travel, and other events. Stays up to date on developments and initiatives within the organization to ensure that the COO’s calendar and activities continue to be aligned with the priorities. 
• Provides assistance to the COO and Director of Strategic Operations and Planning in preparing for internal and external meetings, travel, events and special projects by obtaining and communicating the necessary background materials and delegating assignments to other staff and/or consultants on their behalf. Coordinates senior management team meetings, including preparation of agenda and materials.
• Provides project management support by creating and maintaining systems and processes to track operational priorities, establishing roles and responsibilities, and working with other teams to gather updated information and ensure tasks are completed.
• Attends meetings with the COO and Director of Strategic Operations and Planning whenever appropriate to document critical action items and ensure prompt follow-up on activities by monitoring deadlines and providing reminders.
• Supports in communications, including preparing presentations, and drafting/editing talking points, email, memos, and other internal and external communications. Works closely with relevant experts on communications and other teams to ensure an accurate and well-designed final product.
• Maintains strong internal relationships with the senior management team and other managers in the organization to facilitate communication and move forward organizational priorities. Corresponds with and coordinates meeting and project details across a wide range of other audiences including but not limited to partners, donors, and Board/Council members.
• Manages finances and contracts for the COO’s Office including reviewing and processing payments for credit card transactions, compiling expense reports, setting up supplier accounts, and paying invoices. Serves as the liaison with accounting to track payments and works with the Director of Strategic Operations and Planning to balance the budget of the COO’s Office.
• Proactively identifies opportunities for improvements and makes appropriate recommendations to ensure optimum productivity and efficiency.
• Performs other duties as assigned.

Key Competencies:

• Adaptability & Flexibility - Priorities and workload may change each day and it’s important to have the ability to implement flexible, organized, and detail-oriented systems and pivot when needed. There may also be times when the role is involved in high-pressure situations that require a calm demeaner and ability to think clearly through solutions.

• Big Picture Thinking - The COO interacts with many teams across the organization who might also have different working styles. It’s essential that this role be able to adapt and build strong relationships with others to schedule meetings quickly and move projects forward effectively.

• Interpersonal Communication & Collaboration - There may be times when the role needs to take initiative and make smart, informed decisions to drive priorities forward independently.

• Initiative & Reliability - There may be times when the role needs to take initiative and make smart, informed decisions to drive priorities forward independently.

• Intellectual Curiosity & Growth Mindset -This role is unique in that there is increased exposure to and visibility into all areas of the organization, and the COO’s Office is looking for an individual who has the determination and willingness to put in the time and effort and build the right connections to grow as an individual.

Qualifications

• Looking for someone who has experience building and maintaining strong working relationships with internal staff, external partners, donors, and board members, and who represents the organization’s core values well.
• A bachelor’s degree or equivalent experience is required.
• MUST have 5-8 years of strong project management skills. Including establishing roles/responsibilities and collaborating with cross-functional teams to meet deadlines. 
• MUST have 5+ years of work experience required. (OR a master’s degree may be substituted for 2 years of experience.)
  • Exercises discretion in handling confidential information and managing sensitive activities.

  • Demonstrated experience managing complex executive calendars, including meeting, travel, and event coordination.

  • Strong organizational skills with the ability to create and maintain systems, track operational priorities, and ensure follow-through on tasks and deadlines.

  • Proven ability to prepare meeting agendas, assemble materials, and support senior leaders in preparation for internal and external engagements.

  • Excellent written and verbal communication skills, including drafting and editing presentations, talking points, memos, and correspondence.

  • Proficiency with budget tracking, expense processing, invoice payment, and contract management.

  • Ability to attend meetings and document critical action items, ensuring prompt follow-up and accountability.

• Preferred Qualifications:

  • Experience working directly with senior executives, preferably in a COO or C-suite office.

  • Background in nonprofit, philanthropic, or mission-driven organizations.

  • Proficiency with productivity and collaboration tools (e.g., Microsoft Office Suite, Google Workspace, project management software).

  • Familiarity with budget reconciliation and financial reporting.

  • Demonstrated ability to proactively identify process improvements and recommend solutions for increased efficiency.

  • Strong interpersonal skills, with the ability to adapt to different working styles and foster a collaborative environment.

  • Experience supporting board or council meetings, including agenda development and logistics coordination.

  • Comfort operating in a fast-paced environment with shifting priorities and high-pressure situations.

• Proficient in Microsoft Office suite, especially Word, Excel and Power Point.
• Able to build strong project management systems using platforms like Airtable and Monday.com or other similar project management software.
• Has superb organizational skills, is detail-oriented, and is able to effectively prioritize and execute a large number of activities at once.
• Strong written and verbal communication skills.
• Energetic and passionate about conservation.
• Committed to building and strengthening a culture of inclusion within and across teams.
• Identifies and aligns with WWF’s core values:
  • COURAGE – We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
  • INTEGRITY – We live the principles we call on others to meet. We act with integrity, accountability and transparency, and we rely on facts and science to guide us and to ensure that we learn and evolve.
  • RESPECT – We honor the voices and knowledge of people and communities that we serve, and we work to secure their rights to a sustainable future.
  • COLLABORATION – We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

To Apply: 

• Submit cover letter and resume through our Careers Page, Requisition #26010

• Due to the high volume of applications, we are not able to respond to inquiries via phone 

World Wildlife Fund (WWF) promotes equal employment opportunities for all qualified individuals regardless of age, race, color, sex, religion, national origin, disability, or veteran status, or any other characteristic protected under applicable law.