Program Administrative Assistant

Open Society Foundations
  • Location
    London, United Kingdom
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Jun 22

Position description

Program Administrative Assistant. London. Posting Date: 06/26/2019. Deadline: 07/13/2019

The Real Estate & Facilities Administrator will ideally have administrative experience at a large and complex organization, experience working with complex systems and with an in-depth knowledge of policies, guidelines, and processes. The Real Estate & Facilities Administrator is responsible for performing skilled administrative duties, relying principally on basic skills, but acquiring OSF-specific knowledge in the course of performing assigned duties. The Real Estate & Facilities Administrator role is fully integrated into the work groups it supports, and basic knowledge of and alliance with the OSF mission and manner of operation is important.

Job Profile

This Real Estate & Facilities Administrator is responsible for timely and appropriate completion of assignments in accordance with established procedures and direction from the supervisor. Incumbents are expected to work with limited supervision and to identify problems and seek guidance in their resolution from the supervisor. The Real Estate & Facilities Administrator also builds and maintains collegial relationships internally in order to accomplish shared goals.

This role will incorporate staffing the OSF London reception desk until the move to a new location in Q1 2020, at which point that requirement is likely to be reviewed.

Responsibilities for the role may include the following:

The following illustrate duties that are typical of the role, but the range of activities that can appropriately fall within this generic job description is wide.
  • Manages the OSF London reception, providing an appropriate welcome to guests, visitors and colleagues travelling from other offices.
  • Updates the building visitor registration software with all visitor details and advises of any visitors who have disabilities which require reasonable adjustments at meetings, e.g. hearing loop, evacuation support.
  • Answers both internal/external calls and logs information/relay messages when necessary
  • Ensures no confidential and / or sensitive information about the foundation is relayed to external callers
  • Provides administrative support for Real Estate & Facilities by performing operational work that helps achieve the RE & F team's strategic goals / plans. May identify new administrative / operational needs and develop / implement solutions.
  • Administers / prepares and processes expense reports, invoices and payments, handles routing of calls / emails, and deals with public inquiries. Compiles and maintains various data, reports and records.
  • Handles logistics for projects and meetings, assists in developing related budgets, and manages costs. Liaises with vendors and consultants and assists with compliance and procurement processes.
  • Maintains an inventory of all staff contact details, along with dietary requirements and allergies to inform the catering partner of OSF requirements.
  • Oversees and manages: all incoming deliveries from suppliers and couriers, stationery stock/business card orders and liaises with the supplier.
  • Updates the Open Society Intranet as required, highlights appropriate material to be posted on the website, and uploads new material. May oversee day to day operations of the central contact database, including organizing information, creating mailing lists, and working with the teams to keep contacts current.
  • Ad-hoc responsibilities: May be asked to take on substantive responsibilities or projects, such as implementation of new systems or processes, policy and research developments; collecting, compiling, and analysing data in support of the work of the team.
  • Provides administrative support to the Facilities Manager.


Candidate Profile

  • Demonstrable high proficiency with office technology and IT solutions used by OSF, including Microsoft Office suite. Must be comfortable learning new proprietary software systems. In particular has well-developed skills in:
    • managing calendars
    • manipulating spreadsheets and tabulating results
    • booking of catering, travel and accommodation
    • tracking, managing and processing of budget and expenses
  • Demonstrable proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite)
  • Experience in setting up new contract arrangements with suppliers using specialist software applications.
  • Demonstrable ability to set up processes, systems, and workflows and ensure adherence and follow-up.
  • Skilled in negotiating and managing relationships with suppliers.
  • Experience with record keeping, budgeting management, and finance administration.
  • Experience with multi-tasking and working independently on complex administrative tasks.
  • Proven ability to build and maintain relationships with a wide range of people from diverse backgrounds within a complex organization.
  • Experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
  • Excellent interpersonal skills and demonstrated expertise in handling all personnel related issues and information in a confidential manner.
  • Commitment to understanding and dealing effectively with cross-cultural issues.
  • Experience with multi-tasking and working independently on administrative tasks.
  • Demonstrable strong written, verbal, organizational, and interpersonal skills.
  • Demonstrable understanding of technical and business vocabulary.
  • Proven ability to prioritize among a wide range of tasks and projects.
  • Experience drafting verbal and written communications.
  • Experience working in a team environment.


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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