Administrative Assistant (London, UK)

SeaWeb, an international communications-based nonprofit organization, seeks an Administrative Assistant. This is a full-time position to be based in the London office.

Organizational Overview: SeaWeb, founded in 1996 to raise awareness of the growing threats to the ocean and its living resources, utilizes social marketing techniques to advance ocean conservation. By increasing public awareness, promoting science-based solutions and mobilizing decision-makers around ocean conservation, SeaWeb has brought together multiple, diverse and powerful voices for a healthy ocean. Through its award-winning, creative initiatives, SeaWeb is known as a vital and respected force in the conservation community.

SeaWeb has offices in Washington DC, San Francisco, London, Paris, Fiji and Papua New Guinea. The London office is in Southwark, near Southwark and London Bridge tube and main line railway.

Position Summary: The Administrative Assistant will be responsible for providing a broad range of administrative and management support to the Vice President of Science Initiatives and the Vice President of Sustainable Markets. The Administrative Assistant will work closely with other SeaWeb science and markets professionals, based in London, Washington DC, Paris and San Francisco.

Responsibilities:

• Provide basic administrative support to the Vice President of Science Initiatives and the Vice President of Sustainable Markets (“Vice Presidents”), including scheduling, mailing, reminding staff of important deadlines, maintaining supplies, filing, and making phone calls;
• Draft, edit, and finalize memoranda, correspondence and reports for the Vice Presidents;
• Manage workflow that requires approval, input, and response from Vice Presidents;
• Manage general office functions of the London office, and provide support to the Paris office, including vendor contact and supply inventory/order system;
• Co-ordinate logistical arrangements for workshops, meetings and seminars;
• Support grant administration and maintain the master calendar for reporting requirements;
• Assist in organizational budget oversight;
• Handle all travel arrangements of the Vice Presidents, including preparing itineraries and booking accommodation and transportation;
• Organize and manage logistics of internal strategy and briefing meetings as needed;
• Maintain calendars of the Vice Presidents;
• Submit receipts and reimbursements for the Vice Presidents, including tracking and maintaining corporate credit card information;
• Conduct research and obtain requested information for the Vice Presidents from the staff and external parties;
• Assist in the preparation and assembly of materials for Board meetings and other events; and
• Assume responsibility for other specific projects as assigned.

Qualifications and Experience:

Essential

• A minimum of two years of executive assistance experience, ideally working with remote locations on different time zones;
• A well-organized and efficient team player with a positive attitude and superior inter-personal skills;
• Ability to juggle and execute multiple responsibilities under tight deadlines;
• Demonstrated attention to detail and commitment to high quality work products;
• Excellent writing, editing and verbal communication skills;
• Fluent written and verbal English, proficiency in French;
• Must maintain strict confidentiality in working with sensitive information;
• Strong computer and electronic communications skills;
• Strong project management and administrative skills;
• Willing to work flexible, sometimes extended, hours to fulfill job duties and expectations when required;

Desirable

• Passion for conservation issues and working in non-profit environment; and
• Experience in science, commercial or fundraising settings;

To apply: Please submit letter of interest, resume and two referees (to be taken up on offer of employment only) to london@seaweb.org with AA Job Application in the subject line. Please include salary requirements in the letter of interest. Applications will be accepted until position is filled. No phone calls please.

Applications are strongly encouraged from candidates reflecting diverse educational, cultural and experiential backgrounds. We encourage applications from women, people with disabilities, people of diverse ethnic, racial, religious and socioeconomic backgrounds, educational and work experiences, geographic and national origins, sexual orientations and ages.

Competitive salary, commensurate with experience. Flexible working hours possible.

SeaWeb is an equal opportunity employer.