Department Administrative Specialist, Global Board Secretariat

Open Society Foundations
  • Location
    Berlin, Germany
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Jan 10

Position description

Department Administrative Specialist, Global Board Secretariat. Berlin. Posting Date: 01/09/2020. Deadline: 01/26/2020

Do you want to help make the world a better place with your organizational skills? We're seeking a Department Administrative Specialist based in Berlin to work on administrative issues to support the Open Society Foundations board and the Office of General Counsel.

The Open Society Foundations works 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 Global Board Secretariat works within the Office of General Counsel to serves as a global resource for informed decision-making. The Department seeks to provide independent, timely, and thoughtful advice on the broad range of legal issues that our programs, departments, boards, and legal entities face as they pursue their visions of change.

As a Department Administrative Specialist at Open Society you will:

  • Draft, process through signature, and administer contracts for board members and vendors as pertain to board operations.
  • Reconcile complex monthly expenses and expense reports; prepare and amend the annual budget for the unit; monitor standard expenditures to ensure the activities of the unit are conducted within established budgets; and arrange for approval of reimbursements for staff, board members, consultants and grantees.
  • Coordinate travel arrangements, obtain visas, schedule flights and transfers, and prepare travel documents, book hotels, arrange catering, set room designs, and maintain attendance lists for meetings and conferences.
  • Take notes during board meetings (with confirmed dates), conferences, site visits and other events and drafts reports, summaries and minutes as requested.


What we are looking for:

  • 3 -7 years' experience with meeting planning, record keeping, budget management, and administrative processes.
  • Proficiency in managing data in a complex environment is critical.
  • Knowledge of contracting and related policies, guidelines, and processes.
  • An ability to build and maintain relationships with a wide range of people, including those at an executive level, from diverse backgrounds within a complex organization.
  • Experience making administrative and procedural decisions and judgments on sensitive and confidential issues.
  • Fluency in English (written and spoken)


Desirable (but not required):

  • Experience with recordkeeping, including maintenance of confidential materials
  • Demonstrated experience and desire to make operations run smoothly and efficiently
  • Working knowledge in German (written and spoken)
  • Commitment to the Open Society Foundations' values of diversity and inclusion


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 of a Department Administrative Specialist at Open Society is like .

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

Competitive rates of pay apply.

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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