Executive Assistant - fix-term

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Oct 20

Position description

Executive Assistant - fix-term, General Counsel, Berlin, Deadline: 10/30/2018

This is a full-time temporary position for 6 - 9 months via an agency (possibility of extension)

The Executive Assistant is a full performance administrative/operational role at Open Society Foundations (OSF). Work on assigned projects, processes, and/or an area of responsibility is carried out with considerable independence. This role is responsible not only for completing work in assigned areas with various levels of supervision depending on experience, but for identifying problems and resolving them with guidance from a supervisor as needed. The role has a strong level of responsibility for establishing and maintaining effective and constructive working relationships both internally and externally, and may also be responsible for projects of some complexity.
  • Organizing legal files and materials so that they are easily accessed and retrieved without compromising the confidentiality or privacy of the information they contain
  • Providing meeting support, (e.g., scheduling meetings, set-up for trainings, and ensuring meeting conference room and equipment are available)
  • Providing administrative support, (e.g., answering phones, printing, copying, scanning, filing, updating work files, performing relevant record-keeping, making travel arrangements, coordinating visas, and preparing expense reports)
  • Providing assistance support to the Principal Counsel
  • Coordinating legal documents to be certified or legalized
  • Drafting legal contracts, letters of agreement, and other legal documents, under supervision
  • Reviewing compliance with internal policy, rules, regulations and applicable law, under supervision
  • Developing internal relationships with OSF staff
  • Acting as a point of contact and responding to inquiries from within the OSF network, which may involve resolving basic requests, basic research, or determining the right attorney to respond to the request

Skills and Abilities: The following list is not inclusive, but highlights a number of the most critical skills and abilities for performing the role.
  • High level of attention to detail, and organization skills
  • Experience with organizing administrative tasks, (e.g., scheduling meetings, preparing expense reports, organizing information, maintaining confidentiality)
  • Comfortable working independently and on a team
  • Demonstrated interest in legal concepts
  • Understanding of cross-cultural sensitivity
  • Experience working with multiple clients and interacting with high needs clients
  • Experience with contract drafting and review preferred

Qualifications: Experience/Education
  • Bachelors Degree in a relevant field of study or equivalent experience/education.
  • 2-3 years of progressively responsible experience in Germany in a situation relevant to the duties of this role is required
  • Intermediate level of written and spoken English and German is required

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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