Program Administrative Assistant, Executive Office

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career
  • Posted
    Jan 29

Position description

Program Administrative Assistant, Executive Office, Executive Office, New York, Deadline: 02/12/2019

The Executive Office comprises the President, Vice President, Chief Integration Officer, Special Advisors, Presidential Fellows, and supporting staff. We build relationships with high-priority institutional partners, including donors, open network grantees, and major multilateral and governmental institutions; convene the Senior Leadership Group, Management Committee, and other OSF-wide Committees; participate in or lead cross-department and ad-hoc teams and special projects; manage the chairman's and president's grants and reserve funds; advance assessment through presidential portfolio reviews; coordinate with office executives, special advisors, and the Office of Senior Advisors to support their travel, writing, correspondence, and meeting preparation.

The Executive Office seeks a program administrative assistant to provide administrative/operational support to the department. The position is based in New York and will report to the Special Assistant to the President.

Typical Duties and Responsibilities include the following:
  • Provides heavy administrative support, including scheduling, travel logistics, notetaking, and expense reports
  • Helps to manage team calendars, handles intake and appropriate routing of calls/emails, and deals with public inquiries
  • Handles logistics for events and meetings and liaises with board members, participants, vendors and consultants as needed
  • Conducts research online for information and seeks additional information as necessary
  • Oversees day to day operations of the contact database, including organizing information, creating mailing lists, sorting through physical and electronic mail, and assisting with team projects
  • Oversees internal knowledge management system for program-related files, keeping them organized and up to date


Candidate Profile:

  • One to three years of administrative experience at a large and complex (ideally international) organization
  • Demonstrable ability to maintain processes, systems, and workflows and ensure adherence and follow-up
  • Proven flexibility to adapt to changes in procedures and job assignments and ability to multitask efficiently and prioritize work
  • Experience with multi-tasking and working independently on complex administrative tasks
  • Ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization
  • Highly organized, detail oriented, resourceful, and excels at independent problem-solving
  • Excellent interpersonal skills with sensitivity to cultural communication differences and demonstrated expertise in handling all information in a confidential manner


Application instructions: Please submit a cover letter and CV (both 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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