Executive Assistant- Latin America Program

Job Type

Full Time




Mexico City
Mexico City
Mexico City



Executive Assistant- Latin America Program, Latin America Program, Mexico City, Deadline: 11/19/2018

The Open Society Foundations' (OSF) Latin America Program seeks an Executive Assistant. The position will be based either in Rio de Janeiro, New York, or Mexico City .

The Open Society Foundations' Latin America Program addresses rights and governance issues in Latin America and the Caribbean primarily through grant making, network-building, and the development of specific initiatives. We focus on supporting Latin American and Caribbean efforts to reform democratic institutions in ways that are more open and responsive to citizens, realizing human rights, and reducing homicides in a region with extremely high levels of violence. We are committed to advancing government accountability and transparency, public access to information, citizen security, human rights, and drug policy reform, primarily through grant making to civil society actors in these fields.

Job Profile

The Latin America Program seeks an Executive Assistant to support the Director and Deputy Director, and to contribute to the administrative and operational work of the Latin America Program team.

Typical duties and responsibilities include the following and/or similar activities:
  • Supports the Director and Deputy Director by, among other duties, independently drafting and processing correspondence, overseeing 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 LAP, 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 LAP 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 and Deputy Director.
  • Supports the Director and Deputy Director's engagement with OSF's Senior Leadership Group, Global Board, and the Latin America Program Advisory Board, including liaising with committee chairs, scheduling, and preparing documents for meetings.
  • Contributes to general administrative support for wider LAP team operations; and stays abreast of relevant OSF policies and compliance requirements
  • Frequent travel required

Candidate Profile

  • At least four years of relevant experience and/or training
  • Ability to handle multiple tasks at once, frequently with little notice and with a high degree of autonomy
  • Proactive in setting priorities in a fast-moving environment and on a wide range of tasks and projects
  • Professionally competent to make administrative, procedural decisions and judgments on sensitive and confidential issues
  • Proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization
  • Strong interpersonal skills and demonstrated expertise in handling all personnel related issues and information in a confidential manner
  • Diplomatic, discreet, able to handle confidential matters with a high level of integrity
  • Excellent written, verbal, organizational, and analytical skills
  • Complex administrative and/or operational experience, and demonstrated commitment to administrative support
  • Proficiency in Portuguese and Spanish, with excellent written and spoken English
  • Basic financial expertise and budgeting background
  • 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.
  • Experience organizing events and managing event budgets
  • Excellent listening and communication skills with sensitivity to cultural communication differences
  • High level of self-motivation and at ease working independently when necessary
  • Attentive to detail and prioritizes often simultaneously on a wide range of tasks and projects
  • Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public

* Please include a cover letter and resume when submitting an application.

Competitive rates of pay apply.

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.

Professional Level

None specified

Minimum Education Required