- Manage a wide range of administrative and executive support tasks, including welcoming and escorting visitors, events management, logistics, expenses, and scheduling
- Support the President's Office with administrative functions, including coordinating schedules, planning complex stakeholder meetings/events, and researching/arranging logistics
- Serve as a critical communications liaison between the President's Office, 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, presentations, and reports as needed
- Take notes in meetings and supports project management as required
- Support the Operations and Programs Senior Advisors in the President's Office as needed and work closely with other administration staff to anticipate needs of the President and the team. Liaise with the Senior Advisor, Communications as needed.
- Substantial experience in executive level administrative support, preferably at least 3 years of dedicated executive assistant with prior experience providing logistical support.
- Coordinated diaries for internal and external leadership events on a global scale and across multiple time zones with leadership in high profile organizations.
- Proven ability to build and maintain functional relationships (with a focus on organizational coordination) with a leaders with diverse backgrounds throughout a complex organization
- Professional or personal experience with international and cross-cultural contexts
- Proven experience with technology, including video conference systems, online collaboration tools, secure digital communication, and Microsoft Suite
- Proven experience of working in a CEO, President or Board level office
- 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
- Strong computer program skills in excel, word, and PowerPoint.
- 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.
- Fluency in English is essential
- Fluency in a local language (if this is not English) is essential
- Expert knowledge of other languages would be an asset.
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Administration Officer - Washington, United States - Open Society Foundations
1 month ago
Description
Administration Officer. Washington, D.C.. Posting Date: 05/14/2024. Deadline: 05/28/2024
Role Title
Administration Officer
Grade Level
D8
Reporting To
Associate Director, President's Office
Program/Tool/ Department/Unit Name
Executive Office
Team Name
President's Office
Role Purpose
Administration Officers take on advanced executive assistant responsibilities to enable leaders to focus on strategic value activities. Example activities could include events management, preparing briefing materials, drafting presentations and contracts administration.
Key Responsibilities
President's Office Senior Advisors, Senior Advisor, Communications, Officer President's Office, VPs, Managing/Senior Directors and Executive Assistants
Key external relationships
External organizations relevant for event management and logistics
Essential Qualifications
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.
