Administration Officer. New York. Posting Date: 11/25/2024. Deadline: 12/01/2024

Role Title

Administration Officer

Role Purpose

Administration Officers are assigned to Senior Directors, Managing Directors, Directors of Programs and VPs; they take on advanced executive assistant responsibilities to enable leaders to focus on strategic value activities. Examples activities could include logistics support, events management, schedule management, preparing briefing materials, presentations, contracts administration, credit card reporting, and travel arrangements.

Key Responsibilities

• Manage a wide range of administrative and executive support tasks, including events management and logistics support
• Support Senior Directors/Managing Directors and VPs with administrative functions, including coordinating schedules, planning complex stakeholder meetings/events, and researching/arranging logistics
• Serve as a critical communications liaison between the Senior Directors/Managing Director/Directors of Programs, VPs, Operations Directors, and the OSF Network as a whole, exercising considerable discretion and working under limited supervision
• Generate and prepare a variety of materials in advance of routine and special engagements, preparing briefing materials, meeting agendas and logistics notes, presentations, and reports as needed
• Take notes in meetings and supports project management as required

People Responsibilities (Total Team/DRs

No

Key metrics

N/A

Key internal relationships

VP, Senior Directors, Executive Assistants, Operations Directors

Key external relationships

External organisations relevant for event management and logistics

Qualifications

Essential:

• N/A

Experience

Essential:

• Multiple years of prior experience in providing executive support services and event planning supporting senior leaders
• Proven experience in collaborating, engaging and supporting multi-country stakeholders
• Ability to organize a daily workload of changing priorities
• A proactive approach to problem-solving with strong decision-making skills

Desirable:

• ​Professional level of verbal and written communication skills in 1-2 geographies in which OSF operates
• Proven experience as an EA in a variety of different professional backgrounds, with a strong preference for experience within a global Communications team for a multinational organization

Competencies

Functional Competencies:

• Excellent writing and communication skills with the ability to express ideas, request actions, and/or formulate plans or policies
• Ability to effectively plan, organize, and prioritize activities to efficiently meet objectives (within a complex and multi-geography environment)
• Ability to manage, analyse data and draw insights for managers

Personal Competencies:

• Commitment to listening and working with humility; ways of working that are respectful to all people; and that support space and voice for all diverse perspectives in our workplace
• Demonstrates commitment to OSF’s core values of humility, commitment, collaboration, respect, inclusivity, and integrity
• Willingness to adjust working hours to include calls and discussions with colleagues and vendors located in various geographic regions
• Commitment to continuous learning and growth in the areas of diversity, equity, inclusion, antiracism and social justice
• Managing Change – Ability and skill to demonstrate a change mindset as well as plan, execute and monitor activities during times of change whilst keeping performance levels up

Languages:

• An excellent knowledge of English. Knowledge of other languages (appropriate to the location and/or Opportunity focus) would be an asset

The salary range for this role in the U.S. is $64,700 – $113, 200 (USD). The final offer is influenced by a wide array of factors including but not limited to skill set and level of experience

Competitive rates of pay apply.

Open Society Foundations is committed to advancing diversity, equity and inclusion, and to building a diverse staff that reflects the movements, issues and communities that our mission serves. Candidates from all underrepresented backgrounds, identities and communities are encouraged to apply.

We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements