Executive Assistant

Open Society Foundations

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. 

Job Profile

The executive assistant will report to the chief financial officer and be part of a streamlined, collaborative, and fast-paced team. The successful candidate must have significant experience managing a smooth day-to-day office operation while juggling multiple tasks. The successful candidate 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 also have a strong sense of urgency, and a real interest in being the go-to, the gatekeeper, and the right hand to the chief financial officer, budget director, associate director and other senior managers, such as the controller of the U.S. foundations.

Essential duties and responsibilities include the following:

Administrative

  • Assist with administrative and logistical issues for meetings; make travel arrangements, which include, but are not limited to, scheduling and booking airline flights and hotel reservations; coordinate with other travelers and ensure that required and supporting travel documentation is in place; draft and maintain up-to-date itineraries;
  • Maintain complex calendars for the CFO, budget director and other senior managers including scheduling and confirming meetings, maintaining Finance staff attendance calendars for Human Resources, and reserving meeting rooms and organizing materials;
  • Provide a bridge for smooth communications between CFO’s office and the office of the President and other members of the Senior Management Committee;
  • Manage all of the logistics for various projects and special events;
  • Organize and maintain CFO office files and records;
  • Coordinate purchases of equipment, furniture, and other materials with Facilities Manager/Systems Department;
  • Screen incoming calls and correspondence, and direct to appropriate project staff;
  • Prepare and edit correspondence, reports, and presentations;
  • Maintain contact list and files and oversee electronic mail distribution lists;
  • Serve as the main point of contact when initiating new hires and the onboarding process;
  • Track business expenses, process invoices and travel and expense reports.

Financial/Legal

  • Advise staff of routine financial and legal procedures and implementation;
  • Review consultant proposals for content in keeping with Open Society project descriptions and maintain a list of contracts both pending and approved;
  • Assist with preparation of the administrative annual budget;
  • Assist with annual financial audit and tax correspondence and required communications;
  • Open and close all bank accounts for Open Society and other entities and ensure that signing authorities are updated and changed as needed;
  • Maintain point of contact for all Open Society’s U.S. banking institutions.

Event Planning and Meetings

  • Provide administrative and organizing support for small and large group meetings in New York and in our global offices and foundations: tasks will include, but are not limited to, travel and logistics, hotel and catering bookings, tracking responses, developing materials such as drafting agendas, and keeping and distributing minutes and post-meeting action plans;
  • Work effectively with Strategy Unit team and colleagues in other departments to deliver seamless event planning support;
  • Builds on the knowledge and practices of other veteran event planners across the Open Society network;
  • Travel will be required;
  • Perform other duties as assigned.

Research

  • Gather and organize briefing materials in advance of meetings;
  • Prepare and edit reports and presentations;
  • As directed, conduct internet research for materials, provided to CFO, for use in articles and presentations.
Qualifications
  • 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 executive assistant experience required;
  • Basic financial expertise and budgeting background helpful;
  • Excellent written, verbal, organizational, analytical, and interpersonal skills;
  • Excellent computer skills, proficient in Microsoft Office and other software tools (project management software, data base software, contact management systems, KARL intranet, Foundation Connect, Contracts Online, Netsuite, Concur, etc.) for managing a range of business process;
  • 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;
  • Exhibits a natural instinct for proactively identifying opportunities to streamline, improve, and innovate effective business processes and systems across the Strategy Unit;
  • 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 to perform the essential functions.

Compensation
Commensurate with experience. Excellent benefits package.
Application Instructions

Please email resume and cover letter with salary requirements by August 29, 2014, to: humanresources@opensocietyfoundations.org. Include job code in subject line: EA-FIN.