Administration Officer. Rio de Janeiro. Posting Date: 10/23/2024. Deadline: 11/06/2024

Role Title

Administration Officer

Reporting To

Latin America and the Caribbean Geographic Lead and United States Geographic Lead

Locations

Mexico City, Rio de Janeiro, New York, or Washington D.C.

Role Purpose

The Administration Officer will support the Latin America and the Caribbean Geographic Lead (50%) and the United States Geographic Lead (50%) in developing and implementing a strategic, consistent, and informed Open Society presence in the two regions. The role carries out advanced executive assistant responsibilities, such as logistics support, events management, schedule management, preparing briefing materials, presentations, contracts administration, credit card reporting, and travel arrangements.

Key Responsibilities

Reporting to the Latin America and the Caribbean Lead and the Unites States Lead, the Administration Officer’s will:

• Manage a wide range of administrative and executive support tasks, including events management and logistics support
• Support the Geographic Leads with administrative functions, including coordinating schedules, planning complex stakeholder meetings/events, and researching/arranging logistics
• Serve as a critical communications liaison between the Geographic Leads 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.
• Support the Geographic Leads in ensuring coherence of Open Society policies and approaches in Latin America and the Caribbean and the United States across opportunities, network grants, and urgent capital.

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

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, analyze data and draw insights for managers
• Proficiency in office software and technology (e.g., MS Office Suite).
• Attention to detail and problem-solving skills
• Professional discretion and judgement in dealing with confidential information

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:

• Excellent written and spoken English
• Fluency in Spanish or Portuguese; proficiency in Spanish and Portuguese would be an asset

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.