Executive Assistant, Office of London Director, London, Deadline: 10/19/2018
The Office of the London Director and the Information Program are part of the Open Society Foundations (OSF). OSF is a global network of foundations committed to local knowledge and national expertise. The network includes national foundations, regional foundations, and other geographic programs operating in more than one hundred countries. The role of the London Director is to ensure that the London office is a supportive and inclusive workplace that is well integrated with the broader OSF network. The Information Program is a grant making program which confronts the most significant threats and opportunities for open society spawned by change in information technology. Job Profile
The office of the London Director and Information Program is recruiting for an Executive Assistant.
The Executive Assistant (EA) will be based in London and work closely with the Director of the London Office and the Information Program, supporting the other members of the Information Program team as required.
We are interested in speaking with candidates with significant EA experience gained from administrative experience in a large and complex organization similar to OSF.
Essential duties and responsibilities in this role will include and are not limited to:
- providing high level administrative support, requiring discretion, confidentiality, and a detailed knowledge of the organization's operations, procedures, and people;
- arranging staff travel, and submitting travel authorizations, administering/processing expense reports and invoices, handling intake and appropriate routing of calls/emails, and dealing with public inquiries;
- facilitating smooth communications among the Director, co-workers and external parties;
- maintaining calendars for the Director, including scheduling and confirming meetings, reserving meeting rooms and organizing briefing materials;
- serving as point of contact to the London Director ensuring that all queries and requests are dealt with promptly;
- handling logistics for events and meetings for the London Office at the Director's request (e.g. weekly staff meetings, brown bag events, all-staff meetings) and Information Program meetings (e.g. board meetings, retreats, etc.), including arranging meeting dates, booking rooms, flights, hotels and other related travel arrangements and assisting in preparation of meeting agendas and materials; take minutes at meetings; facilitating honoraria, reimbursements and track budget expenditures, developing related budgets, and managing costs; liaising with vendors and consultants and assists with compliance and procurement processes;
- updating the Open Society website and intranet as required, highlighting appropriate material to be posted on the website, and uploading new material; may include working with Information Program grantees to develop materials for posting. May oversee day to day operations of a contact database, including organizing information, creating mailing lists, and working with program staff to keep contacts current.
- arranging for approval of payments/reimbursements for program staff and consultants; assisting with expense reporting for Information Program staff based in London;
- review consultant proposals for content in keeping with OSF project descriptions and maintain a list of contracts both pending and approved;
- help manage the London office library, including maintaining an up-to-date catalogue;
- as required, conducting internet research to prepare briefing materials for the Regional Director;
- travel as required.
- Bachelor's degree and at least 3 years of relevant experience; or equivalent combination of education and experience.
- Previous Executive Assistant/Administrative Assistant experience is essential.
- Basic financial and budgeting knowledge will be an advantage.
- Written, verbal, organizational, analytical and interpersonal skills; with sensitivity to cultural communication differences.
- Proficient computer skills, proficient in Microsoft Office.
- High level of self-motivation and comfort working independently when necessary.
- Poised and works well under pressure.
- Attentive to detail and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks.
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.