Program Administrative Assistant, Grant Making Support Group

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Jul 03

Position description

Program Administrative Assistant, Grant Making Support Group. New York. Posting Date: 07/02/2019. Deadline: 07/20/2019

The Grant Making Support Group (GMSG) works with grant makers across the Open Society network to build a shared culture of grant making and help grant makers effectively utilize grant making as a tool to advance and sustain open societies. The GMSG does this by building community across the foundations, offering training and learning opportunities, promoting grant making policies and practices that advance OSF's mission, and building and sharing knowledge of grant making.

We are seeking a Program Administrative Assistant (PAA), based in New York, who will report to the Director of Learning, based in Barcelona. The PAA will handle logistics for multiple complex projects with shifting priorities and deadlines and will ensure smooth day-to-day operations of the GMSG, whose staff are based in four different locations.

Job Profile:

The PAA is part of a tightly-knit, collaborative and fast-paced global team. Typical duties and responsibilities include the following:
  • Organize logistics of in-person and virtual meetings and workshops in global offices and foundations. Tasks will include but are not limited to: managing travel arrangements; scouting for, vetting and securing meeting spaces, handling catering and materials, organizing participant registration, developing materials, and analyzing evaluations
  • Communicate with participants, other OSF support departments, and suppliers throughout the process (before and during the event)
  • Process and track contracts and payment requests, troubleshooting with OSF support departments (Legal, Finance) as needed
  • Provide administrative support for GMSG division directors and team projects
  • Draft/edit routine correspondence and memoranda
  • Assist in scheduling appointments and calls
  • Perform clerical duties including scanning and photocopying, preparing expense reports, and general assistance in program administration
  • Take notes/minutes during meetings
  • Assist with the preparation of annual budgets and work plans and monitor spending
  • Maintain and update working files and databases, including a library of materials related to grant-making policies and guidance
  • Perform other duties as assigned


Candidate Profile:

  • One to three years' administrative experience, ideally within a complex international organization
  • Well-honed organizational and time management skills, strong attention to detail and ability to handle complex logistics of multiple meetings, events and projects simultaneously
  • High level of resourcefulness, self-motivation and ability to work independently
  • Ability to build and maintain relationships with a wide range of people based in different geographic locations, from diverse backgrounds within a complex organization
  • Ability to make administrative and procedural decisions and judgments on sensitive and confidential issues
  • Team player
  • Willingness to travel internationally
  • Writing and communication skills


Application Instructions: Please upload a cover letter and CV.

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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