Administration Officer. New York. Posting Date: 11/25/2024. Deadline: 12/01/2024
Role Title
Administration Officer
Grade Level
Level D, Grade 8
Reporting To (title of line manager and any matrix reporting relationship)
Senior Director
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:
- โProfessional 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 OSFโs 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.