The Open Society Foundations currently seek an Executive Assistant with the Grant Making Support Group (GMSG). The GMSG is responsible for supporting and advocating for the practice of good grant making at Open Society. The GMSG does this by cultivating a culture of grantmaking based on shared values and principles; building an environment that encourages, supports, and sustains good grantmaking practice; and strengthening the knowledge, skills, and abilities of Open Society grantmakers.
The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to criticism, whose laws and policies are open to debate and correction, and whose political institutions are open to the participation of all people. We seek to strengthen justice and the rule of law; broaden respect for human rights, including the rights of minorities; encourage pluralism and a robust diversity of opinion; deepen democratic practice and participation; expand economic equity; support effective governance; and invest in individuals, public and private organizations, and social movements that advance these goals.
We are a global network of foundations committed to local knowledge and national expertise. Our network includes national foundations, regional foundations, and other geographic programs operating in more than one hundred countries. At the same time, many programs with global reach operate from our four headquarters in Europe and the United States, including programs on digital information, documentary photography, drug policy, early childhood, education, fellowships, fiscal governance, higher education, human rights, international migration, justice, public health, scholarships, think tanks, and women’s rights. In addition to making grants to organizations and individuals, the Open Society Foundations engage in policy advocacy, legal advocacy and litigation, program-related investing, and public communications, as well as providing direct assistance to governments. Most programs and foundations in the network are governed or advised by their own boards.
The Open Society Foundations are the global philanthropies of George Soros, who, as chairman, plays an active role in the work of the foundations.
The executive assistant will work primarily to support the director and associate director of the GMSG in carrying out their various duties, and will play a secondary support role for the GMSG team. The role will require regular interaction with colleagues and partners throughout the Open Society Foundations network. The executive assistant will report to the director and associate director of the GMSG and is part of a streamlined, collaborative, and fast-paced team. The successful candidate must have significant experience managing a smooth day-to-day office operation, juggling multiple tasks that include managing multiple complex projects with shifting priorities. S/he will have demonstrated the highest discretion and diplomacy, integrity, excellent judgment, and respect in his or her relationships with colleagues and have excellent skills in communication and cross-cultural collaboration. The ideal candidate will write and edit well in English, focus on accuracy while getting the job done, have a strong ability to take the initiative in completing tasks in a time-sensitive and high-quality manner, and a real interest in being a trusted and reliable support for to the director and associate director.
Essential duties and responsibilities will include the following:
- Provide ongoing executive level support to the director and associate director as needed;
- Maintain complex calendar for the director and associate director, including scheduling and confirming meetings, reserving meeting rooms, and organizing materials;
- Organize logistics of in-person and virtual meetings and workshops in New York and in our global offices and foundations: tasks will include but are not limited to managing travel arrangements, securing meeting space, handling catering and materials, organizing participant registration, developing materials, and collecting evaluations. Requires effective work with colleagues in other departments to deliver seamless event-planning support;
- Support the director in administrative tasks related to senior management functions;
- Draft routine correspondence;
- Manage logistics for various projects and special events;
- Track business expenses, process payments, and invoices;
- Take notes/minutes during meetings;
- Keep apprised of Open Society policies regarding travel, contract requirements, and other administrative policies;
- Work with directors to prepare and monitor the GMSG annual budget;
- Perform other duties as assigned;
- As directed, review and edit documents, conduct internet research for media and other materials;
- Gather and organize briefing materials in advance of meetings;
- Occasional travel may be required.
- Bachelor’s degree 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 experience providing executive support required;
- Basic financial expertise and budgeting background helpful;
- Excellent written, verbal, organizational, analytical, and interpersonal skills;
- Excellent computer skills, proficient in Microsoft Office (Word, PowerPoint, Excel);
- Excellent listening and communication skills with sensitivity to cultural communication differences;
- Show discretion and ability to handle confidential issues;
- Poised and works well under pressure;
- 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;
- Sense of humor.
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.
Please email resume and cover letter with salary requirement by November 12, 2014, to: email@example.com. Include job code in the subject line: EA-GMSG.