Executive Assistant - Open Society Foundations - New York, NY

Job Profile

The Executive Assistant role will require regular interaction with staff, fellows and board members throughout the Open Society Foundations, as well as with peers at other foundations worldwide. The Executive Assistant will report to the Director of Middle East North Africa and Southwest Asia and is part of a streamlined, collaborative and fast-paced team. The successful candidate must have significant experience managing a smooth day to day office operation while juggling multiple tasks. The successful candidate will have demonstrated the highest discretion and diplomacy, integrity, excellent judgment, and respect in his or her relationships with colleagues and have excellent skills in communication and cross-cultural collaboration. The ideal candidate will also have a strong sense of urgency, and a real interest in being the go-to, the gatekeeper, and the right hand to the Director and senior team. Essential Duties and Responsibilities include the following:

• assisting with administrative and logistical issues for meetings, travel arrangements, including scheduling airline tickets and hotel, coordinating trip with other travelers and ensuring that supporting travel documentation is in place


• maintaining complex calendars for the Director, Deputy Director and Regional Advocacy Manager, including scheduling and confirming meetings, reserving meeting rooms and organizing materials


• managing all of the logistics for various projects and special events


• coordinating purchases of equipment, furniture and other materials with Facilities Manager/Systems Department


• screening incoming calls and correspondence, directing to appropriate project staff and drafting routine project correspondence


• maintaining contact list and files and overseeing electronic mail distribution lists


• serving as the main point of contact when initiating new hires and the onboarding process


• tracking business expenses, processing payments and invoices


• gathering and organizing briefing materials in advance of meetings


• advising staff of routine OSF financial and legal procedures and implementation


• reviewing consultant proposals for content in keeping with OSF project descriptions and maintaining a list of contracts both pending and approved


• entering contracts into database, monitoring their status and payments


• assisting with preparation of the administrative annual budget


• travel may be required


• performing other duties as assigned

Candidate Profile

• bachelor’s degree from a four-year college or university and three to five 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 preferred


• excellent written, verbal, organizational, analytical and interpersonal skills


• excellent computer skills, proficient in Microsoft Office and other software tools (project management software, data base software, contract management systems finance systems, etc.) for managing a range of business process


• excellent listening and communication skills with sensitivity to cultural communication differences


• show discretion and ability to handle confidential issues


• high level of self-motivation and at ease working independently when necessary


• poised and works well under pressure


• exhibits a natural instinct for proactively identifying opportunities to streamline, improve and innovate effective business processes and systems across the Strategy Unit


• 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 board members, senior management, co-workers and the general public

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.

Work Environment and Physical Demands: Essential functions are typically performed in an office setting with a low level of noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions