Administration Officer. New York. Posting Date: 10/22/2024. Deadline: 11/05/2024

Role Purpose

The Administration Officer will provide executive administrative support to the Vice President, External Affairs and the Office of the Chair. This role is critical for ensuring seamless operations and enabling senior leadership to focus on strategic priorities. The Administration Officer will be responsible for managing complex scheduling, contracting, travel arrangements, and expense reconciliation in a fast-paced environment, demonstrating exceptional organizational skills and attention to detail. In addition, they will support event logistics, notetaking, presentations, budgeting, and grantmaking.

Key Responsibilities

• Manage a complex and high-volume scheduling for the Vice President, coordinating across multiple time zones and prioritizing conflicting commitments.
• Serve as the point of contact for Office of the Chair for payments, contracting, and grantmaking support.
• Arrange and oversee all aspects of domestic and international travel, including transportation, accommodations, visa processing, and detailed itineraries.
• Reconcile and manage departmental bills and expense reports, ensuring timely and accurate submissions.
• Assist with event logistics, presentation preparation, and notetaking.
• Support the Office of the Chair team as needed, working closely with Special Advisor, Officer, and Executive Assistant providing coverage as needed to ensure continuity of operations.

Key metrics

• Successful support of contracting, bill reconciliation, and grant making tasks.
• Accuracy and timeliness of calendar management, travel coordination, and expense reporting.
• Efficient handling of competing priorities and schedule changes.
• Effective communicator between internal teams and external stakeholders.

Key internal relationships

Office of the Chair (Vice President, Special Advisor, Officer, Executive Assistant), Office of the President (Special Advisors, Administrative Officer, Executive Assistants), Communications, Grants and Finance, and other Executive Assistants and Administrative Officers.

Key external relationships

Office of the Chair visitors, Adelman travel agency, and vendors or service providers related to Chair or OSF events and engagements.

Qualifications

Essential:

• Significant experience in administrative support, of which a large amount should be dedicated to supporting senior executives.
• Demonstrated ability to manage complex calendars and travel logistics with precision and discretion.

Experience

Desirable:

• Familiarity with working in a fast-paced environment.
• Expertise with contracting and grant making processes and budget management.
• Experience in international and cross-cultural contexts.
• Proven ability to build and maintain relationships throughout a complex organization.

Functional Competencies:

• Strong organizational and administrative skills and the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office (Teams, Outlook, Excel, Word, PowerPoint) and Concur, Salesforce, and NetSuite.
• Excellent communication skills, both written and verbal.

Personal Competencies:

• High-level of discretion and confidentiality.
• Ability to work independently and prioritize tasks in a dynamic environment.
• Commitment to professionalism, collaboration, and OSF’s values of respect, inclusivity, and integrity.

Languages:

• Fluency in English is required.
• Knowledge of other languages would be an asset.

The salary range for this role in the U.S. is $64,800 – $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.