Executive Assistant to the Vice President. New York. Posting Date: 07/31/2019. Deadline: 08/14/2019
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 Open Society Foundations' Executive Office seeks an Executive Assistant to support the work of the Vice President, based in New York.
Typical Duties and Responsibilities include the following:
- Performs administrative functions that support the work of the Vice President, including but not limited to drafting and processing correspondence, creating and updating filing system, scanning, copying, placing and screening calls and directing messages to other staff as necessary
- Manages complex calendars, coordinates meetings, and ensures that schedules are handled in an efficient manner
- Attends meetings, conferences and other events; drafts reports, summaries and minutes as requested
- Advises staff of OSF financial and legal procedures and implementation
- Monitors standard expenditures to ensure the activities of the department are conducted within established budgets
- Provides support for administrative tasks related to OSF Senior Management functions
- Coordinates logistical travel arrangements including: obtaining visas, scheduling flights and transfers, preparing travel documents
- Reconciles complex monthly expenses and expense reports
- Provides operational/administrative support for the department as needed
- Facilitates smooth communications among the executive, coworkers and external parties
- Minimum of three years complex administrative and/or executive assistant experience, with an emphasis on heavy scheduling
- 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
Application instructions: Please include a cover letter and resume (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.