Receptionist/Office Assistant Open Society Institute–Baltimore

The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to the participation of all people.

We seek to strengthen the rule of law; respect for human rights, minorities, and a diversity of opinions; democratically elected governments; and a civil society that helps keep government power in check.

We help to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights.

We implement initiatives to advance justice, education, public health, and independent media.

We build alliances across borders and continents on issues such as corruption and freedom of information.

Working in every part of the world, the Open Society Foundations place a high priority on protecting and improving the lives of people in marginalized communities.

The Open Society Institute–Baltimore, a field office of OSI’s U.S. Programs, supports a grantmaking, educational, advocacy and capacity-building program to expand justice and opportunity for Baltimore residents.  With support from a range of investors, its current work focuses on helping Baltimore’s youth succeed, reducing the social and economic costs of incarceration, tackling drug addiction, and building a corps of Community Fellows to bring innovative ideas to Baltimore’s underserved communities (www.osi-baltimore.org and www.audaciousideas.org).

Purpose of Position

Provide reception coverage and perform administrative support as part of a team.  Work is performed under general supervision.

Essential Duties & Responsibilities

Essential duties and responsibilities include the following. OSF may add, change, or remove essential and other duties at any time.

• Answer and direct incoming telephone calls and be familiar with setting up teleconferences/video conferences;
• Greet, announce and direct visitors in accordance with established procedures;
• Respond to routine requests for information from visitors, callers and staff;
• Ensure orderly office appearance in reception, conference areas and kitchen;
• Open, stamp and distribute mail and assist with large mailings;
• Assist with preparation of board books;
• Log in letters of inquiry and proposals and draft routine declinations;
• Keep inventory of grocery and pantry supplies and maintain kitchen;
• Inventory and order office supplies and materials;
• Oversee requests to building management for maintenance and repairs;
• Oversee vendors for carpet, plant and other office maintenance;
• Order flowers for staff occasions as requested;
• Assist with meetings and events in office, including setting up, breaking down and other tasks as needed;
• Provide clerical support to assist designated program staff in the completion of their duties and responsibilities, as requested by the director of OSI-Baltimore;
• Update OSI-Baltimore employees orientation manual; in addition, assist with orienting new colleague(s) to the office;
• Coordinate with New York office records management and retention process;
• Assist with organizing office-wide social events;
• Resolve equipment problems, including by coordinating with New York office;
• Manage brochures, literature and articles in front of office;
• Maintain master calendar for conference room use and other events;
• Assist with maintenance of office filing system;
• Assist with furniture fixed assets audits with New York staff;
• Update bulletin board by posting and removing outdated materials;
• Assist with making travel arrangements when necessary;
• Assist with special projects as assigned.

Education / Experience

• Associates Degree plus two to four years administrative/office experience or equivalent combination of higher education and experience
• Bachelor’s degree preferred.
• NGO or foundation experience/interest in social justice preferred
• Experience in an administrative/office setting

Skills Required

• Excellent written, verbal, organizational, analytical and interpersonal skills;
• Excellent computer skills, proficient in Microsoft Office;
• Excellent listening and communication skills with sensitivity to cultural communication differences;
• Show discretion and ability to handle confidential issues;
• High level of self-motivation and at ease working independently when necessary;
• Poised and works well under pressure;
• Attentive to detail and prioritizes often simultaneously on a wide range of tasks and projects;
• Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks;
• Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public.

Work Environment and Physical Demands

Essential functions are typically performed in an office setting with a low level of noise.  Reasonable accommodations may be made to enable individuals with disabilities perform the essential functions.

Compensation

Commensurate with experience. Excellent benefits package.

Application Instructions

Please email resume, a cover letter, and contact information for three references with salary requirements before January 18, 2013 to: humanresources@opensocietyfoundations.org.  Include job code in subject line: OA-Bmore.