Administration Officers are assigned to Senior Directors, Managing Directors, Directors of Programs and VPs; they take on advanced executive assistant responsibilities to enable leaders to focus on strategic value activities. Examples activities could include logistics support, events management, schedule management, preparing briefing materials, presentations, contracts administration, credit card reporting, and travel arrangements.
Key Responsibilities
Manage a wide range of administrative and executive support tasks, including events management and logistics support
Support Senior Directors/Managing Directors and VPs with administrative functions, including coordinating schedules, planning complex stakeholder meetings/events, and researching/arranging logistics
Serve as a critical communications liaison between the Senior Directors/Managing Director/Directors of Programs, VPs, Operations Directors, and the OSF Network as a whole, exercising considerable discretion and working under limited supervision
Generate and prepare a variety of materials in advance of routine and special engagements, preparing briefing materials, meeting agendas and logistics notes, presentations, and reports as needed
Take notes in meetings and supports project management as required
Key internal relationships
VP Programs, Senior/Managing Directors, Executive Assistants, Department Directors, Global Operations, Grants Management
Key external relationships
External organisations and vendors relevant for event management and logistics
Qualifications
Experience
Essential:
Multiple years of prior experience in providing executive support services. This is inclusive, but not exhaustive, of extensive diary management (for leaders), group meetings arrangements (for senior leaders), proactively creating meeting agendas, expenses management and taking high-quality meeting notes for multiple stakeholders across multiple locations globally
Proven expertise in event planning and delivering to an exceptional standard; supporting senior leaders and convening geographically dispersed teams
Experience in working with external partners to support events, meetings and the support of executive leadership
Proven experience in collaborating, engaging and supporting multi-region stakeholders (operating in Europe, Middle East, Africa and Asia as well as The Americas)
Track record of effectively managing contracts and managing invoices; this includes full completion of Contract Access Business Owner and Payments Training (3 Day Instructor-led course)
Multiple years of prior working experience and functional expertise within this specific department either at Open Society Foundations or other international organisations.
Languages:
Fluent knowledge of English
Fluency in local language for this position [if this is different to English]
Knowledge of other languages (appropriate to the location and/or opportunity focus) would be an asset
