Open Society Foundations
Office of the President
Closing date: Friday, 3 February 2017
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Job Profile
The Open Society Foundations are seeking an executive assistant based in Washington D.C. to work within the Executive Office reporting to the vice president.
The Executive Office supports the president, vice president and chief integration officer in all aspects of their roles. The vice president provides leadership, strategic direction, and oversight to OSF’s programmatic agenda. The vice president oversees the OSF global budget and OSF’s advocacy operations. The vice president plays a public role advancing the mission, strategies, and activities of the network. Typical Duties and Responsibilities include the following:
- Performs administrative functions that support the work of the Vice President and the Executive Office, 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 calendars, coordinates meetings, and ensures that schedules are handled in an efficient manner
- Attends meetings, conferences and other events and drafts reports, summaries and minutes as requested
- Coordinates travel arrangements including: obtaining visas, scheduling flights and transfers, preparing travel documents
- Reconciles complex monthly expenses and expense reports
- Advises staff of OSF financial and legal procedures and implementation
- Assists with preparation of the administrative annual budget
- 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
- Arranges for approval of payments for staff, consultants and grantees
- Provides operational/administrative support for the department as needed
- Facilitates smooth communications among the executive, coworkers and external parties
- Maintains contact list and files and oversee electronic mail distribution lists in accordance with office procedures
- Reviews consultant proposals for content in keeping with OSF project descriptions and maintain a list of contracts both pending and approved; processes contracts
Candidate Profile
- Bachelor’s degree and three to four years of relevant experience and/or training; or equivalent combination of education and experience
- Office management and executive assistant experience required
- Basic financial expertise and budgeting background
- Excellent written, verbal, organizational, analytical and interpersonal skills
- Excellent computer skills, proficient in Microsoft Office
- Excellent listening and communication skills with sensitivity to cultural communication differences
- 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
- Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks
- Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public
Application instructions - please submit a CV and cover letter
We are strengthened by the diversity of our colleagues across the Open Society Foundations, and we welcome and actively seek applications from people of all cultures, backgrounds, and experiences