Executive Assistant to the Chief of Staff, Executive Office

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Sep 24

Position description

Executive Assistant to the Chief of Staff, Executive Office. New York. Posting Date: 09/23/2019. Deadline: 10/07/2019

Do you want to c ontribute to making the world a better place with your expertise in high-level administration? We're seeking an Executive Assistant based in New York to support the work of the Chief of Staff, who oversees strategic policy and advocacy initiatives .

The Open Society Foundations work to build vibrant and inclusive democracies whose governments are accountable and open to the participation of all people. We are active in more than 120 countries, making us the world's largest private funder of independent groups working for justice, democratic governance, and human rights.

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.

As the Executive Assistant to the Chief of Staff, you will:

  • Manage complex calendars, coordinate meetings, and ensure that schedules are handled in an efficient manner
  • Coordinate logistical travel arrangements including: obtaining visas, scheduling flights and transfers, preparing travel documents
  • Attend meetings, conferences and other events; drafts reports, summaries and minutes as requested
  • Perform high level administrative functions, 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
  • Make administrative, procedural decisions and judgments and handle sensitive information with discretion and confidentiality
  • Provide support for administrative tasks related to OSF Senior Management functions
  • Reconcile complex monthly expenses and expense reports


What we are looking for:

  • Minimum of three years' complex administrative and/or executive assistant experience, with an emphasis on heavy scheduling
  • Strong attention to detail and ability to handle multiple tasks at once, frequently with little notice and with a high degree of autonomy and self-motivation
  • Proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization
  • Excellent written, verbal, organizational, and analytical skills
  • Excellent interpersonal, listening and communication skills with sensitivity to cultural communication differences
  • Professional or personal experience with international and cross-cultural contexts


What we offer:

  • Ample opportunities to learn and grow, from annual professional development allowances to onsite trainings and brown bag lunches with visiting experts.
  • Top-notch benefits and perksdesigned for your well-being and a healthy work-life balance. With some variability according to location, this includes generous time off, flexible work arrangements, employer-paid health insurance, generous retirement savings plan, progressive paid parental leave, reproductive and family planning support, sabbatical opportunities, and much more .
  • A commitment to creating a diverse and inclusive workplace that enables everyone to bring their full self to work and make a positive impact on the world.


See what a day in the life at Open Society is like .

If this sounds like the position you have been looking for, please submit your cover letter and a resume; we look forward to learning more about you.

Please note, this position is not eligible for work authorization sponsorship.

We aim to build an inclusive workforce that is reflective of the populations we support, and actively seek applications from those who are marginalized and underrepresented. We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.
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