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SUMMARY DESCRIPTION
The Office of the Vice President (OVP) for US Programs (USP) is hiring a Special Assistant (SA) to proactively support the Vice President and OVP through efficient management of budgets, administrative processes, and staff organizational practices.
Reporting to the Director, OVP, the SA is a highly organized administrator that manages heavy scheduling, travel planning, calendar management, and budget tracking for the OVP and other senior staff. Additionally, the SA collaborates closely with senior colleagues, foundation offices, and external entities to facilitate forward planning, provide guidance on administrative procedures and policies, and ensure coordinated support across divisions. The SA may also assist in coordinating absence coverage and workload coordination, fostering a cooperative team environment within the division.
RESPONSIBILITIES
Proactively manage and maintain calendars for internal, external, and teleconference meetings
Actively prepare and manage domestic and international travel itineraries, including logistics and follow-up
Initiate, submit, and track expense documentation through Ford software
Prioritize and respond to inquiries, maintaining accurate correspondence control records
Plan and coordinate logistics for on-site and off-site meetings, including support during meetings
Input contracts, invoices, and requisitions into Ford systems, ensuring compliance with Foundation policies
Assist with document production and coordination for Board of Trustees meetings and communication with US Programs
Coordinate knowledge sharing and workflow improvement across OVP
Support smooth onboarding for new hires within the executive assistant/special assistant team and engage with colleagues across USP
Maintain a deep understanding of Foundation operations and serve as a key liaison for OVP-related records
Keep up to date with information management best practices and technical training for OVP support
Assist in onboarding new hires, update event calendars, and manage budgets as needed for OVP and USP
QUALIFICATIONS
Highly organized administrator with strong self-management and high degree of accountability
Ability to understand the big picture and align priorities accordingly
Expert in prioritizing tasks that are assigned from multiple individuals and with varying deadlines; can represent the unit and the Foundation in any given environment
Collaborative team player with excellent interpersonal skills and adaptability
Advanced in calendar management, scheduling, and email task handling
Skilled problem solver with exceptional organizational and critical thinking abilities
Proficient in financial analysis, budget planning, and Microsoft Office/G-Suite
Globally minded, quick learner, and experienced in diverse communication systems
Ability to manage complex schedules and operate calmly in high-pressure situations
Excellent analytic and written and oral communication skills, with the ability to handle communications tactfully and professionally with a high attention to detail
Enthusiasm for learning new tools and technologies and ability to adapt to rapidly evolving applications and systems
BA/BS plus a minimum of 4 years of relevant experience or equivalent combination of education and/or experience
PHYSICAL REQUIREMENT
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer.
SALARY: The Ford Foundation is committed to practicing salary transparency. The minimum starting salary for this position is $96,000 and the maximum starting salary is $111,000. It is not typical for an individual to be hired at or near the top of this range. The final offer is determined by a candidateโs relevant experience and our commitment to internal equity. We review global compensation on a regular basis to ensure market competitiveness and equity. The hiring range for this position has been carefully crafted in alignment with the market.
Alignment to Culture and Values
Commitment to the Foundationโs mission and core values of equity, openness, collaboration, trust, accountability and urgency
Personal qualities of humility, capacity for self-reflection, and a sense of humor
Discretion and ability to handle confidential issues
Action-orientated and entrepreneurial self-starter who can work well independently and in teams
Benefits
Hybrid Workplace and Flexible Work Arrangement policies
Medical and dental benefits for employee and immediate family on first day of work
Retirement savings account with matching company contributions of up to 13%
Three weeksโ paid vacation in first year of work; four weeks in subsequent years
Tuition Reimbursement
Office closed the week between Christmas and New Yearโs Day
Professional development initiatives for growth
Generous parental leave (maternal and paternal) during new childโs first year (born into family or adopted)
Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.