Executive Assistant, Women's Rights Program, Women's Rights Program, New York, Deadline: 01/05/2019
The Open Society Foundations' Women's Rights Program works to advance the power, voice and agency of women, girls, LGBTI and gender-nonconforming people. We work to advance reproductive, economic and movement justice to ensure that that all people, regardless of their gender identities or related identities of race, class, ethnicity, religion and age can fully realize their human rights. For more information on the Women's Rights Program, click here .Job Profile
The Women's Rights Program seeks an Executive Assistant to support the Director and Program Team.
Typical Duties and Responsibilities might include the following:
- Administrative support for the work of the Director and other team members, including but not limited to drafting and processing correspondence independently, creating and updating filing system, organizing meeting documents, placing and screening calls and directing messages to other staff or external colleagues as necessary
- Coordination of flow of information and requests, including interfacing regularly with colleagues requesting meetings and approvals, helping to prioritize meetings and tasks, responding to questions from throughout the program, and helping to ensure all requests are handled promptly and transparently
- Support the WRP Director's participation in Senior Leadership Group and foundation-wide committees, including liaising with Committee chairs, scheduling, and preparing documents for meetings
- Schedules and manages WRP's Advisory Board Meetings working in collaboration with the Program Specialists
- Email management of the Director's email account, including prioritizing email, and responding as required
- Support for WRP team collaboration with national and regional foundations: organizing conference calls, participating in calls and taking minutes, and supporting visits to New York Office by national foundation colleagues.
- Manages calendars, coordinates meetings, and ensures that schedules are handled in an efficient manner
- Coordination of travel arrangements including: obtaining visas; scheduling flights, transfers, accommodations; and preparing travel documents and schedules for the Director and Program officers as needed.
- Works closely and collaboratively with WRP's two program specialists, takes initiative to respond to administration-related concerns, and filling administrative gaps. Also helps to organize team-building events for the Program.
- Attends meetings, conferences and other events; drafts reports, summaries and minutes as requested
- Coordinates approval of payments for staff, consultants and grantees
- Reconciles complex monthly expenses and expense reports for Director and provides additional support as needed.
- Provides operational/administrative support for the department as needed
- Seasoned executive assistant experience supporting senior management and/or high level executives
- High levels of discretion and proven ability to handle confidential issues
- Excellent written, verbal, organizational, analytical and interpersonal skills
- Excellent computer skills, proficient in Microsoft Office
- Excellent listening and communication skills with sensitivity to cultural communication differences
- Motivated and able to work independently
- Proactive in designing and improving executive support for a small but busy team of professionals
- Basic financial expertise and budgeting background
- Attentive to detail, able to manage a wider range of tasks and projects even under pressure
- Able to anticipate needs and provide support as required
- Diplomatic manner and disposition in interacting with senior management, co-workers and the general public
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.