Position description
WMF is the leading independent organization devoted to safeguarding the world’s most treasured places to enrich people’s lives and build mutual understanding across cultures and communities. The organization is headquartered in New York City with offices and affiliates in Cambodia, China, France, India, Peru, Portugal, Spain and the UK. Since 1965, our global team of experts has preserved the world’s diverse cultural heritage using the highest international standards at more than 700 sites in 112 countries. Partnering with local communities, funders, and governments, WMF draws on heritage to address some of today’s most pressing challenges: climate adaptation, inclusive heritage, balanced tourism, and post-crisis recovery. With a commitment to the people who bring places to life, WMF embraces the potential of the past to create a more resilient and inclusive society
Position Summary
WMF is seeking an experienced Executive Assistant to provide high-level support to the President and Chief Executive Officer (CEO). This role involves high-visibility, high-touch interactions with a wide range of internal and external partners. The Executive Assistant will serve as a key liaison to the executive leadership team and Board of Trustees, requiring professional, effective, and inclusive communication. Responsibilities include complex scheduling, project coordination, and support for organization-wide initiatives, as well as preparing and supporting meetings and reports. Additional executive-level administrative functions include drafting, editing, and proofreading emails, meeting minutes, and presentations; coordinating travel arrangements; and providing additional office support as needed. The ideal candidate has direct experience supporting senior C-suite executives and interacting with board members and high-stakes external partners, and demonstrates flexibility, professionalism, and creativity. The Executive Assistant should be comfortable adjusting work hours to meet the needs of the CEO, including evenings and occasional weekends, and is deeply committed to the mission of WMF.
Responsibilities
- Provides day-to-day tactical and administrative support to the President & CEO.
- Manage a highly complex and detailed calendar, coordinating intricate logistics across time zones, stakeholders, and competing demands.
- Apply strategic judgment to protect and optimize the CEO's time, anticipating needs and reflecting their priorities and preferences in every decision.
- Prepare presentations, agendas, and talking points to support communications with donors and stakeholders, working closely with the development team.
- Coordinate board governance activities, including board and committee meetings, maintaining board prospect system, updating board directory, maintaining board materials, and meetings minutes, working closely with the executive vice president.
- Partner with senior leaders, including the President & CEO and Director of Global Strategy and Operations, on special projects, strategic initiatives, and organization-wide priorities as needed.
- Coordinate complex senior-level meetings, both internal and external, including facilitating engagements between the CEO and global donors, partners, and external leaders across virtual and in-person formats.
- Attend leadership meetings, proactively provide agendas, capture notes, and manage completion of follow-up items as needed.
- Coordinates all domestic and international travel logistics for the CEO, including lodging, airfare, meals, visa requirements, and expense reporting.
- Prepares and distributes official organizational correspondence, memos, letters, reports, or other documents as requested.
- Perform other duties for the President & CEO as workload necessitates.
Qualifications
- Bachelor’s degree or equivalent, and 5+ years of experience providing executive-level administrative support preferred.
- Experience supporting board governance activities and interacting with board members and senior stakeholders.
- Proven ability to manage complex calendars and proactively anticipate executive needs.
- Experience coordinating complex domestic and international travel and managing expense reporting.
- Strong interpersonal skills and the ability to interact professionally with diverse internal and external partners.
- Experience working in or supporting globally distributed teams, with comfort navigating multilingual environments.
- Proficiency in a second language—particularly French—is preferred but not required; ability to review and interpret foreign-language correspondence is essential.
- Adaptable, solution-oriented, and able to remain calm under pressure.
- Highly organized, detail-oriented, and able to manage competing priorities and shifting deadlines.
- Strong written and verbal communication skills, including drafting and editing professional correspondence and meeting materials.
- Ability to handle confidential and sensitive information with discretion and sound judgment.
- Advanced proficiency with all Microsoft Office Products including Word, Excel, PowerPoint, Outlook Calendar, and Teams; familiarity with tools such as ShareFile, Zoom, and CRM or database systems such as Raiser’s Edge or similar.
- Comfortable preparing reports, presentations, and executive-level meeting materials.
- Experience supporting organization-wide initiatives or special projects.
- Flexibility to adjust work hours based on the President & CEO’s schedule, including evening and occasional weekend work, as workload requires.
- Demonstrated interest in and commitment to WMF’s mission.
What we offer
WMF offers a comprehensive and highly competitive compensation and benefits package, including paid time off, wellness and sick leave, paid holidays, and a wide range of insurance benefits such as medical, dental, vision, and life insurance. We also provide a robust retirement plan and the opportunity to work in a hybrid environment, as workload permits, and more. The salary range for this position is $75,000 – $90,000.
Application instructions
Please submit a cover letter and resume. Only those whose applications are being considered will be contacted. No phone calls please.
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