The International Migration Initiative (IMI) seeks to ensure that when people move across borders they do so in ways that reduce human suffering, expand access to justice, and promote social inclusion. Our work responds to critical trends that will shape migration over the next generation: the persistent exploitation of migrant workers, the increasingly transitory nature of migration, rising anti-immigrant sentiment, migration’s disproportionate growth in developing countries, and inadequate regulatory and governance frameworks. Ultimately, we envision societies that are sufficiently confident to stay open to migration and treat newcomers well.
We are looking for a Program Administrative Assistant to join our team in New York. The successful candidate will provide skilled administrative support to the operations of the International Migration Initiative across two office locations (New York and London). We are interested in candidates who are passionate about organization and systems that help the team function more efficiently, have demonstrable administrative skills and experience, and thrive in bringing order to a complex, fast-paced environment. Incumbents are expected to work with limited supervision and to identify problems and seek guidance in their resolution from the supervisor. The position reports to the Director of Programs in New York.
Essential duties and responsibilities will include:
- provides skilled administrative support for the overall functioning of the program
- helps to manage team calendars, handles logistics for events and meetings, develops related budgets, and manages costs
- arranges staff travel as needed, and processes monthly expense reports for seven staff members
- provides administrative support for financial activities, responds to requests for budget allocations, processes invoices and payments to vendors and consultants, assists with updating and tracking budgets, and monitors and maintains budget filings
- liaises with vendors and consultants and assists with compliance and procurement processes
- handles appropriate routing of calls/emails, and deals with public inquiries.
- updates the Open Society website and KARL as required, highlights appropriate material to be posted on the website, and uploads new material
- ad-hoc responsibilities: May be asked to help collect, compile, and analyze data in support of any aspect of the program’s operations and performance
- bachelor’s degree or equivalent combination of education and two to three years of administrative experience similar to the duties described above
- demonstrable ability to set up processes, systems, and workflows and ensure adherence and follow-up
- experience administering travel and expenses, record keeping, and managing budgets.
- proven ability to prioritize among a wide range of tasks and projects
- ability to focus and exceptional attention to detail
- capacity for multi-tasking and experience making administrative and procedural decisions and judgments on administrative tasks, as well as sensitive and confidential issues
- demonstrated proficiency with the office technology and IT solutions used by Open Society, including Microsoft Office suite. Must be comfortable learning new proprietary software systems
- demonstrable proficiency in using data management and visualization platforms and databases (e.g. Salesforce, NetSuite, Foundation Maps)
- demonstrable strong written, verbal, organizational, and interpersonal skills. Facility or fluency verbally and in writing in additional languages desirable
- experience working in a team environment
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.
We are strengthened by the diversity of our colleagues across the Open Society Foundations, and we welcome and actively seek applications from people of all cultures, backgrounds, and experiences.