Executive Assistant

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career / Advanced
  • Posted
    Aug 22

Position description

The Eurasia Program works to deepen civil society, uphold human rights, and maintain space for independent debate and discussion in Eastern Europe (Moldova, Ukraine, Belarus), the South Caucasus (Armenia, Azerbaijan, Georgia), Central Asia (Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, Uzbekistan), and Turkey. The program is advanced through grant making, advocacy, and close engagement with local Open Society foundations. We believe that a vibrant civil society is fundamental to the promotion of democratic governance and government accountability.

The Eurasia Program seeks an Executive Assistant to support the Regional Director of the Eurasia Program.

Typical Duties and Responsibilities include the following:
  • Manages calendars for Regional Director and other senior managers, coordinates meetings, and ensures that schedules are handled in an efficient manner
  • Performs administrative functions that support the work of the Regional Director, including but not limited to drafting correspondence, maintaining filing systems/knowledge databases, scanning, and copying
  • Assesses inquiries directed to the Regional Director and drafts correspondence accordingly or delegates to the appropriate individuals
  • Coordinates travel arrangements including: obtaining visas, scheduling flights and transfers, preparing travel documents
  • Attends meetings, conferences and other events; drafts reports, summaries and minutes as requested
  • Assists with preparation of the administrative annual budget as needed
  • Coordinates travel of directors from regional and national foundations from Eurasia
  • Arranges for approval of payments for staff, consultants and grantees
  • Reviews consultant proposals for content in keeping with OSF project descriptions and maintain a list of contracts both pending and approved; processes contracts
  • Reconciles complex monthly expenses and expense reports
  • Provides operational/administrative support for the department as needed


Candidate Profile
  • Three years plus complex administrative and/or executive assistant experience
  • Ability to handle multiple tasks at once, frequently with little notice and with a high degree of autonomy
  • Awareness of project management principles and how to manage simultaneous workflows
  • Professionally competent to make administrative, procedural decisions and judgments on sensitive and confidential issues
  • Proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization
  • Strong interpersonal skills and demonstrated expertise in handling all personnel related issues and information in a confidential manner
  • Excellent written, verbal, organizational, and analytical skills
  • Basic financial expertise and budgeting background
  • Excellent computer skills, proficient in Microsoft Office
  • Excellent listening and communication skills with sensitivity to cultural communication differences
  • Ability to handle confidential issues
  • High level of self-motivation and at ease working independently when necessary
  • Attentive to detail and prioritizes often simultaneously on a wide range of tasks and projects
  • Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public
  • Russian language skills preferred


To apply, please submit a cover letter and CV, if possible as a single document.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable accommodations so that colleagues with disabilities are able to fulfill the essential functions of the

Competitive rates of pay apply.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.
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