Executive Assistant

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Jul 09

Position description

Executive Assistant. New York. Posting Date: 07/08/2019. Deadline: 07/14/2019

The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to the participation of all people. We seek to strengthen the rule of law; respect for human rights, minorities, and a diversity of opinions; democratically elected governments; and a civil society that helps keep government power in check. We help to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights. We implement initiatives to advance justice, education, public health and independent media. We build alliances across borders and continents on issues such as corruption and freedom of information. Working in every part of the world, the Open Society Foundations place a high priority on protecting and improving the lives of people in marginalized communities.

Job Profile

The office of Global Operations seeks an Executive Assistant to provide to support the department.

Essential Duties and Responsibilities include the following:

  • Providing high level administrative support, requiring discretion, confidentiality, and a detailed knowledge of the network's operations, procedures, and people
  • Arranging 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 calendar for the Director, including scheduling and confirming meetings, reserving meeting rooms and organizing briefing materials
  • Handling logistics for events and meetings at the Director's request (e.g. regular staff meetings, retreats) 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; 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 intranet as required, highlight appropriate material to be posted on the intranet, and upload new material; may include working with other operations colleagues to develop materials for posting
  • Review consultant and other proposals for content in keeping with OSF project descriptions
  • Managing and operating Global Operations contracts in Open Society's contracting system
  • Help manage the Global Operations budget through running reports, analyzing variances, projecting out-turns and recommending options
  • Conducting internet research to prepare briefing materials for the Global Director
  • Reviewing operations materials as requested
  • Travel as required


Candidate Profile

  • 3-5 years of relevant experience, previous EA/PA/Administrative Assistant experience
  • 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
  • Experienced working in a large and complex organization


Application Instructions: Please include a resume and cover letter in one file.

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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