Executive Assistant, Fellowship Program, Open Society Fellowship, New York, Deadline: 11/26/2018
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 encompasses several different initiatives, each of which seeks to contribute to the intellectual life and rigor of the network. To learn about the different Fellowship Program initiatives please click here .Job Profile:
The Open Society Fellowship Program is seeking an Executive Assistant to support the Program Director and to contribute to the administrative and operational work of the program. The ideal candidate has excellent communication and organizational skills, initiative, resourcefulness, a keen eye for details and exceptional follow-through.Typical Duties and Responsibilities include the following:
- Manages calendars for Director and other senior managers, coordinates meetings, and ensures that schedules are handled in an efficient manner;
- Performs administrative functions that support the work of the Director, including but not limited to drafting correspondence, maintaining filing systems/knowledge databases, scanning, and copying;
- Assesses inquiries directed to the Director and drafts correspondence accordingly or delegates to the appropriate individuals ;
- Coordinates travel arrangements including: obtaining visas, scheduling flights and transfers, preparing travel documents;
- Attends meetings, conferences and other events on behalf of Director; drafts reports, summaries and minutes as requested;
- Assists with preparation of the administrative annual budget as needed;
- Arranges for approval of payments for staff, consultants and grantees;
- Reviews consultant proposals for content and processes contracts;
- Reconciles complex monthly expenses and expense reports;
- Provides operational/administrative support for the department, including staff retreats and advisory board meetings;
- Performs special projects and assignments, including participation in other Fellowship and OSF program activities, as requested.
- Three years plus complex administrative and/or executive assistant experience;
- Ability to handle multiple tasks at once, frequently with little notice and with a high degree of autonomy;
- Awareness of project management principles and how to manage simultaneous workflows;
- Professionally competent to make administrative, procedural decisions and judgments on sensitive and confidential issues;
- Proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization;
- Strong interpersonal skills and demonstrated expertise in handling all personnel related issues and information in a confidential manner;
- Excellent written, verbal, organizational, and analytical skills;
- Basic financial expertise and budgeting background;
- Excellent computer skills, proficient in Microsoft Office;
- Excellent listening and communication skills with sensitivity to cultural communication differences;
- Professional or personal experience with international and cross-cultural contexts;
- Ability to handle confidential issues;
- High level of self-motivation and at ease working independently when necessary;
- Attentive to detail and prioritizes often simultaneously on a wide range of tasks and projects;
- Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public;
- Willingness to travel internationally.
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.