Executive Assistant

Job Type

Full Time

Published

07/11/2018

Address

New York
New York
New York

United States

Description



The work of the International Migration Initiative (IMI) is organized around the three program areas below. To achieve our goals, we make grants, advocate, create multi-stakeholder partnerships, and engage with actors across a broad range of sectors, including civil society, national and local governments, international organizations, faith groups, and the private sector. The EA will play a critical role by directly supporting the program’s Director. S/he/them will work in a fast-paced environment, collaborating on a broad range of issues with colleagues based in numerous locations around the world.

IMI’s program areas are:
  • 21st Century Protection: Our goal is to renew support in select countries for the protection of refugees and vulnerable migrants, by demonstrating how reforms and new operational models can improve upon and complement the existing system.
  • Fair Work: Our strategy aims to improve government policies and business practices to ensure a fair deal for migrant workers; challenge the culture of impunity by expanding migrants’ access to legal remedies; and build a broader, more resilient field of civil society actors to elevate migrant voices and shape policymaking.
  • Welcoming & Integrated Societies: We work closely with local governments to promote innovative integration policies, and also support welcoming initiatives that bridge natives and newcomers. We pay close attention to the concerns of host communities and aim to strengthen their role in integration.
  • Advocacy & Special Initiatives: This work cuts across our substantive program areas, using vigorous advocacy, multi-stakeholder partnerships, and engagement with the private sector to advance our goals.

Job Profile

IMI seeks an Executive Assistant to support the Director and to contribute to the team’s work more generally. Essential duties and responsibilities include the following and/or similar activities:
  • Supports the Director by, among other duties, independently drafting and processing correspondence, overseeing all scheduling, coordinating travel, preparing background files ahead of meetings, directing messages to other staff or external colleagues as necessary, setting up calls and meetings, and note-taking as required.
  • Coordinates the flow of information and requests, including working closely with colleagues from IMI, across the OSF network, and external partners who are requesting meetings and approvals.
  • Helps the Director set priorities in attending and scheduling meetings, arranging phone calls, responding to emails, and other tasks.
  • Serves as a general liaison on the Director’s behalf, responding to questions from IMI and OSF staff members, and helping ensure all requests are handled promptly and transparently
  • Manages multiple calendars, and ensures that scheduling is handled in a sensitive, efficient, and prompt manner.
  • Coordinates travel arrangements including obtaining visas; scheduling flights/trains/ground transportation and accommodations; and preparing travel documents, schedules, and background materials.
  • Coordinates and attends internal and external meetings, conferences, and other events—ranging from bilateral calls to large-scale summits. This includes, but is not limited to, managing related travel, logistics, and budgets. Liases with vendors (e.g. hotel and/or conference location staff, caterers, tech support, event planners, translators, etc.) and negotiates contract terms and conditions.
  • Drafts reports, summaries and meeting or call minutes as requested.
  • Helps coordinate the Director’s approval of payments for staff, consultants, and grantees
  • Reconciles complex monthly expenses and expense reports for the Director.
  • Supports the Director’s engagement with OSF’s Senior Leadership Group, Global Board, and foundation-wide committees, including liaising with committee chairs, scheduling, and preparing documents for meetings.
  • Contributes to general administrative support for wider IMI team operations; and stays abreast of relevant OSF policies and compliance requirements
Candidate Profile
  • At least 4 years of relevant experience and/or training
  • Excellent interpersonal, written, verbal, organizational, and analytical skills
  • High level of self-motivation and ease working independently
  • Proactive in setting priorities in a fast-moving environment and on a wide range of tasks and projects
  • Aptitude to work with flexibility, creative thinking, non-traditional approaches, entrepreneurship, and diplomacy, both individually and as part of a team
  • Complex administrative and/or operational experience, and demonstrated commitment to administrative support
  • A patient, diplomatic disposition in interacting with senior management, co-workers and the general public
  • Excellent communication skills, sensitivity to cultural communication differences, and ability to interact with colleagues from diverse backgrounds in designing and improving administrative support systems
  • Demonstrated aptitude or proficiency with the office technology used by the Open Society Foundations, including Microsoft Office Suite, Salesforce Concur, and NetSuite, and the ability and willingness to learn new proprietary software systems.
  • Basic financial expertise and budgeting background
  • High discretion and ability to handle confidential issues
  • Experience in issues related to refugees and migration, while helpful, is not required; however, a strong interest in learning about these issues is essential

To apply, please submit a cover letter and CV as a single document.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable adjustments so that colleagues with disabilities are able to fulfill the essential functions of the job.

Benefits

None

Level of Language Proficiency

None

Professional Level

None specified

Minimum Education Required

Other


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