Executive Assistant to Country Representative

Major Duties and Responsibilities:

1. Ensure smooth functioning of the CRs Office  

Organizes and maintains the calendar of the CR.  Coordinates with internal and external individuals to optimize time and to facilitate the exchange of information. Appropriately schedules appointments sets online meetings coordinating with various departments with a keen eye to detail.  

2. Liaison  

Makes high-level contacts of a complex and confidential nature both inside and outside the organization.  Answers and screens telephone inquiries and monitors email received on the organizations email address () based on familiarity with subject matter and refers to appropriate staff members or department keeping CR in the loop.  Takes messages as directed.  Responds to routine and non-routine inquiries; refers unusual or complex inquiries to the appropriate individual.

Maintains contact with the CR while s/he is on travel and facilitates the exchange of information.  Keeps track of his/her movements and contact addresses. Directs any urgent mail to the CR or the concerned person. Replies on his/her behalf to certain requests. Ensures that requests memos and other circulars coming from the staff are brought to the CRs attention in a timely fashion. 

3. Visitor Management 

Arranges necessary logistics (hotel bookings travel airport assistance and necessary permits etc.) for international visitors/donors.  Maintains a database of visitors/donors traveling to WWF Nepal and follows up and communicates with the respective people in the WWF offices including the Headquarters on the outcomes of their visits.  Design and send greetings on special occasions like National Holidays New Year and Christmas to donors/staff in the WWF offices. Fixes appointments for the visitors/donors with the Government officials WWFs partner organizations I/NGOs. Travels to the field offices with visitors/donors as and when required.  

Provides logistical support to program units in organizing study tours for participants from the WWF network and foreign countries whenever required.  

4. Arrangement of national and international workshops /seminars & Staff Meetings

Coordinates and arranges workshops and seminars at WWF as required. Provides logistics support for regional and international workshops and seminars.  Acts as the focal person for all international and regional seminars and conferences. Checks the related bills and passes them to the Accounts department. Communicates with the respective budget holder regarding the exact requirements and acts accordingly.   

Organizes senior staff and general staff meetings. Circulates compiles records and follows up on action points. Responsible as rapporteur in meetings/seminars.  

5. Correspondence Management Central Filing System and Reports 

Reviews correspondence requiring the signature regardless of its origination for general format and style. Proofreads for accuracy and edits for grammar punctuation spelling and general sentence structure. Draft correspondence for CRs signature. Takes overall responsibility and acts as a focal point for mass distribution of letters/ documents/ invitations. Takes charge of all incoming letters registers and forwards them to the respective staff after routing them through the Central Filing System (CFS). Maintains an updated mailing list of all relevant government organizations partners INGOs and NGOs.  

Establishes and maintains CRs confidential and other documents files and retrieves materials establishes new folders and sections as needed and periodically purges files of outdated materials. Maintains and updates the Central Filing System for the office and ensures its smooth functioning. Liaise with all program units/ departments for categorizing documents and updating the system periodically. Ensures proper functioning and maintenance of the system.  

6. Travel Facilitation  

Organizes travel and lodging arrangements of the CR as well as coordinates visa applications and other permits as and when required. Prepares statement of expenses on behalf of the CR and obtains claims from the accounts department. Facilitates advance requests of the CR.  Prepares travel itinerary and collects reference materials for the same. 

Organizes travel and lodging arrangements of the SMT members as well as coordinates visa applications and other permits as and when required.

7. CRs Communication Management

Support the CR in communication work in coordination with the Communications Unit of WWF. Creates and edits videos as required for the CR ensuring high-quality content. Prepares presentations for the CRs meetings ensuring they are clear professional and aligned with the objectives of the meeting. Assists in gathering and organizing information for presentations including data visuals and other necessary materials.

Supports in handling the CRs official social media accounts. Support the CR in photography and videography. Also proofreads the social media content for accuracy and edits for grammar punctuation spelling and general sentence structure.

Handles confidential information with discretion and ensures that sensitive communications are appropriately managed.

8. Other Duties 

Completes other assigned duties relying on own initiative and independent action as authorised by the supervisor. 

Supervisory Responsibility: None 

Working Relationships:

Internal:  This position has daily contact of a complex and confidential nature with senior staff members and regularly with staff in the office and the WWF network.   

External: This position has daily contact with external individuals to coordinate and respond to requests coordinate external activities etc.  Interacts frequently with Government officials partner organizations donors embassies hotels travel agencies etc. and the WWF network.

Qualifications :

Knowledge: Bachelors degree in any field 

Experience: At least 2 years of experience in a similar position. 

Skills and Abilities:  

• This position requires organizational prioritization and analytical skills necessary to coordinate complex travel schedules and coordinate executive office activities 
• This incumbent requires excellent communication skills empathy and should be people-oriented. S/he also requires diplomacy and the capacity to take initiative and work as part of the team. Strong oral and written communication (i.e. spelling grammar and proofreading) and presentation skills are required   
• Excellent interpersonal skills requiring coordination courtesy and tact are necessary to communicate effectively with staff partners donors and visitors  
• Should have the ability to take initiative prioritize complete work with minimal supervision and meet deadlines   
• Should maintain a high degree of confidentiality
• The candidate should be willing to travel to the field and should possess good organizational skills.  

Additional Information :

Interested applicants are requested to apply for the position by 17:00 hours on July 2 2026.  Only shortlisted candidates will be informed.

All your information will be kept confidential according to EEO guidelines.

WWF is an Equal Opportunity Employer. Please join us in our mission to save life on Earth.

Remote Work :

No

Employment Type :

Full-time