Executive Assistant-Vacancy USAbest jobs

Job title:Executive Assistant
Deadline: Monday, 27 May 2013
Location:Open Society Institute - New York

 Background:
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.

Purpose of Position

Provide general administrative support to the director as well as the regional manager for grant making. Work is carried out under general supervision.

Essential Duties & Responsibilities

• OSF may add, change, or remove essential and other duties at any time.
•     Provide ongoing executive level support to the director and regional manager as needed;
•     Screen and respond to incoming calls and correspondence, respond to mail and email inquiries and provide appropriate responses;
•     Coordinate the director's electronic calendar, travel and meeting arrangements including scheduling and confirming meetings, reserving meeting rooms and organizing materials;
•     Maintain departmental filing system; contact lists, and files and oversee electronic mail distribution lists;
•     Handle paperwork to initiate new hire process for the office as well as other paperwork for the human resources department;
•     Track expenses of the director and regional manager and submit for approval;
•     Assist with administrative and logistical issues for meetings, travel arrangements, which include scheduling airline tickets and hotel, coordinate trip with other travelers and ensure that supporting travel documentation is in place;
•     Arrange for approval of payments for staff, consultants, and grantees;
•     Coordinate purchases of equipment, furniture and other materials with Facilities Manager/Systems Department;
•     Perform other duties as assigned;
•     Gather and organize briefing materials in advance of meetings;
•     As directed, conduct factual research to assist the director in drafting articles and speeches;
•     Advise staff of routine financial and legal procedures and implementation;
•     Review consultant proposals for content in keeping with OSF project descriptions and maintain a list of contracts both pending and approved;
•     Assist with processing honoraria, consultant and travel expense requests;
•     Travel may be required;
•     Perform other duties as assigned.

Education / Experience

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. Prior administrative research and/or communications experience in large institutions preferable.

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.

Program Specific Requirements

Verbal and written proficiency in French a plus. Experience living and/or working in an African country desirable.

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.

how to apply:

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