Fixed-Term Program Administrative Assistant, Fellowship Program

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Jul 02

Position description

Fixed-Term Program Administrative Assistant, Fellowship Program. New York. Posting Date: 07/01/2019. Deadline: 07/16/2019

The Open Society Fellowship Program builds individual and institutional capacity in fields that are central to the Open Society Foundations' (OSF) core mission. The Open Society Fellowship Program encompasses four initiatives, each of which seeks to contribute to the intellectual life and rigor of the network. To learn about the initiatives please click here .

The Open Society Fellowship Program is looking for a committed and dynamic team player to provide high-level administrative support to our team. This is a fixed-term assignment based in New York with the possibility of permanent employment thereafter. The Program Administrative Assistant (PAA) will work as part of the Director's administrative and strategy team, working closely with the Program's Project Head. The PAA will work, with considerable collaboration, on assigned projects, processes, and other areas of responsibility. The successful candidate will possess excellent communication and organizational skills, initiative, resourcefulness, a keen eye for details and exceptional follow-through.

Essential duties and responsibilities:

  • Manage consultancy and vendor agreements, including the development of terms of reference, compliance with procurement processes, issuance of payments, tracking of deliverables, and other contract-related administrative duties;
  • Reviews consultant proposals for content and processes contracts;
  • Organize internal and external meetings and other events, with oversight for all logistical details including related travel, budgetary compliance, and vendors management;
  • Stay abreast of relevant internal policies, processes and compliance requirements
  • Liaise with other OSF departments, such as the Office of the General Counsel, the Budget Office, the Grants Management Department, and Finance to address program requests, questions, problems, opportunities, and challenges;
  • Assists with team projects and other administrative tasks as needed


Candidate Profile

  • One-three years of administrative experience; experience working in an NGO, foundation or social enterprise desired;
  • Proven ability to work efficiently in a fast-paced environment, troubleshoot and follow projects through to completion, consistently on schedule, without loss of attention to detail and budget;
  • Proficiency in using financial, data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Concur) and other office technology and IT solutions used by OSF, including the Microsoft Office suite, with the ability to quickly learn new software systems;
  • Ability to oversee processes, systems, and workflows and ensure adherence to procedures and follow-up;
  • Experience making administrative and procedural decisions and judgments, including on sensitive and confidential issues;
  • Experience with multi-tasking and working independently on complex administrative tasks;
  • High level of self-motivation and ease working independently and understanding of the need to consult colleagues on more complex or sensitive matters when necessary;
  • Flexibility and ability to work simultaneously on a wide range of tasks and ability to prioritize tasks, particularly under pressure;
  • Excellent communication and interpersonal skills, with an understanding of cross-cultural issues and ability to build and maintain relationships with a wide range of people from diverse backgrounds;
  • Commitment to the values and goals of the Open Society Foundations, essential.


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

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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