Executive Assistant, Public Health Program

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Nov 10

Position description

Executive Assistant, Public Health Program. New York. Posting Date: 11/09/2020. Deadline: 11/24/2020

We are seeking an Executive Assistant based in New York to support the work of the Public Health Program Director and Deputy Director. The ideal candidate will enjoy complex administrative work and making operations run smoothly.

The Open Society Foundations (OSF) 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 Open Society Foundations' Public Health Program (PHP) works to advance a human rights approach to health, with an emphasis on social inclusion and reclaiming the health as a public good. PHP influences the health and rights funding environment, and challenges the health establishment to advance human rights. We also work to make justice systems more responsive to health, and to shift power dynamics in health-related decision-making. More information about the program can be found here.

As the Public Health Program's Executive Assistant you will:

  • Manage complex calendars of the director and deputy director, coordinate meetings, and ensure efficient scheduling across offices and global time zones;
  • Coordinate the flow of information and help prioritize tasks, questions, and colleagues' requests for meetings and approvals, ensuring timely and transparent responses;
  • Coordinate travel arrangements for the director, deputy director, and event guests as needed; this includes obtaining visas, scheduling flights and transfers, arranging hotel accommodations, preparing travel documents, and drafting itineraries;
  • Provide support for the department, and work to improve, simplify, and standardize operations throughout the program;
  • Run logistics for board meetings and team-building events;
  • Perform high-level operational functions, such as drafting and processing correspondence, managing email accounts, developing and updating knowledge information systems, preparing meeting documents, taking minutes, and reconciling expense reports; and
  • Draft and process contracts for consultants, advisory board members, and vendors.

What we are looking for:

  • Three to five years in an administration or operations role; preferably at least two years as a dedicated executive assistant, or proven track record providing executive-level support;
  • Someone with a strong attention to detail, who is highly self-motivated;
  • A demonstrated ability to balance opposing priorities while working autonomously;
  • The ability to make procedural decisions and judgments, and handle sensitive information with discretion and confidentiality;
  • A proven ability to build and maintain relationships with people from a diverse set of backgrounds;
  • Excellent organizational and analytical skills;
  • Good interpersonal and communication skills with sensitivity to cultural communication differences;
  • Commitment to continuous learning and growth in the areas of diversity, equity, inclusion, antiracism, and social justice; and
  • Commitment to listening and working with humility; ways of working that are respectful to all people; and that supports space and voice for all diverse perspectives in our workplace.

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 perks designed 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.

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.