Open Society Foundations Executive Assistant

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 Foundations’ U.S. Programs is seeking an executive assistant to support the director.

The Open Society Foundations’ U.S. Programs works to build a vibrant society that invites all people to participate fully in civic, economic, and cultural life. It supports efforts to advance equality, fairness, and justice with a focus on the most vulnerable and marginalized communities and the most significant threats to open society in the United States.

U.S. Programs supports grantmaking, programming, and policy initiatives that:

• ensure fair criminal justice, immigration, and national security policies, and reduce the over-reliance on incarceration and harsh punishment;
• increase the transparency, integrity, and accountability of institutions vital to open society;
• build an inclusive society that increases opportunity for all while addressing the unique struggles faced by women, people of color, immigrants, poor people, and lesbian, gay, bisexual and transgender Americans; and
• promote civic participation and develop new leaders, especially among communities that have been historically underrepresented.

Purpose of Position

Provide general and administrative support to the director of U.S. Programs. Work is carried out under general supervision.

Essential Duties & Responsibilities

OSF may add, change, or remove essential and other duties at any time.

• Provide executive level support to the director of U.S. Programs;
• Screen and respond to incoming calls, draft correspondence, respond to mail, email inquiries and provide appropriate responses;
• Coordinate the director’s electronic calendar, travel arrangements and miscellaneous requests;
• Provide general administrative support which includes but is not limited to assist/organize board meetings of OSF-U.S. Programs Board;
• Maintain departmental filing system, contact list and file and oversee electronic mail distribution lists;
• Assist with administrative and logistical issues for meetings, including scheduling/planning frequent travel arrangements and briefing materials;
• Track complex system of expenses and expense reports of the director;
• Act as a liaison between the director and his counterparts in OSF offices;
• Schedule meetings  with U.S. Programs staff as needed;
• Gather and organize briefing materials in advance of meetings;
• Conduct factual research to assist the director in drafting articles and speeches;
• Assist with preparation of the administrative annual budget if needed;
• Perform other duties as assigned.

Education / Experience

Bachelor’s degree (BA) from a four-year college or university and three to five years of relevant experience and/or training; or equivalent combination of education and experience.

• Office management and executive assistant experience required.
• Prior administrative, research, and/or communication experience in large institutions preferable.

Skills Required

• Excellent written, verbal, organizational, analytical, and interpersonal skills;
• Excellent computer skills, proficient in Microsoft Office;
• Skilled to conduct basic internet research;
• Exercise good listening skills and communicates clearly and effectively with people from diverse cultures and backgrounds;
• Works as a team member and independently, with a high level of self-motivation;
• Proven ability to work efficiently in a fast-paced environment; troubleshoot and follow projects through to completion, consistently on schedule, without loss of attention to detail;
• Pleasant, diplomatic manner and disposition in interacting with senior management, co-  workers and the general public.
• Demonstrated expertise in handling all personnel related issues  and information in a confidential manner.
• Professionally competent to make administrative, procedural decisions and judgments on sensitive and confidential issues;
• Demonstrated creativity and ability to develop efficient systems and templates as needed with strong attention to detail.

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 to perform the essential functions.

Compensation

Commensurate with experience. Excellent benefits package.

Application Instructions

Please email resume and cover letter with salary requirements to:humanresources@opensocietyfoundations.org. Include job code in subject line: EA-USP.

Application Deadline:

April 19, 2013