The Office of the Vice President for International Programs oversees the work of 10 regional offices and 5 international program areas. Our global grant making responds to local and national contexts, but is based on a shared global vision, enabling us to build synergy across places and create stronger connections between local and global efforts. The Executive Assistant will work as a key team member supporting the work of the Office of the Vice President for International Programs. The Executive Assistant will support the day to day duties of the Deputy Vice President and Senior Program Officer, and provide administrative support to the Vice President. The Executive Assistant will work closely with and report to the Program Manager.
The Office of the Vice President for International Programs is a small team of six composed of the Vice President, Deputy Vice President, Senior Program Officer, Program Manager, Senior Grants Manager and this position who all work closely to support our global programming and regional offices. The Executive Assistant will manage various activities for the VP, DVP, SPO and PM including travel coordination, meeting planning, scheduling, expenses, and grants administration in the Office of the Vice President for International Programs and the International Cooperation and Global Governance program. The Executive Assistant will contribute to the foundation’s grant making and grant oversight processes as well as support special events and projects that advance the team's strategy.
The ideal candidate will be a collaborative team player who is flexible, proactive, and able to work independently. This person will be globally minded and will have an appreciation for working across multiple cultures and geographies. They are also a detail-oriented problem solver with exceptional organizational skills and people skills and able to work in a diverse, cross-cultural environment. The ideal candidate will also be able to manage complex schedules and operate calmly in high-pressure situations and be a quick learner who is able to adapt to a fast-paced working and learning environment. In addition, it is very important for this person to anticipate the needs of the team.
This position is an excellent opportunity for someone looking to learn about philanthropy, gain exposure to both U.S. and global work and interested in working on projects from beginning to end.
Workflow and Administration:
- Manage calendars, including scheduling individual and group meetings and required follow-up
- Pay close attention to email and ensure timely responses to incoming requests
- Assist with the Vice President, Deputy Vice President and Senior Program Officer work-related travel, including obtaining visas where necessary; assist with developing travel plans and logistical arrangements, including processing expense reports
- Assist Deputy Vice President and Senior Program Officer in responding to requests for information or other documentation from internal and external sources, including but not limited to, assisting with grant-related inquiries, coordinating responses, and maintaining correspondence control records
- Coordinate internal and external resources for the flawless execution and tracking of projects, ensuring on-time and on-budget delivery
- Assist in the on-boarding process for new hires/consultants/interns
- Establish and maintain appropriate files, both physical and electronic
- Plan and coordinate logistics for site visits and meetings at the Ford Center for Social Justice and other sites domestically and internationally
- Schedule quarterly meetings with Regional Offices and International Program teams and monthly RD/IPD and IPD meetings with VP, DVP and PM, and organize and plan Regional meetings monthly with all Special + Executive Assistants
- Work with operations staff to update and maintain travel calendar for FF NY staff to regional offices and track regional program staff’s visit to the NY office
- Working with the Program Manager to assist with document production and coordination as needed for Board of Trustees meetings and preparation
- Work with Program Manager to manage the OVP management and consultant budget
- Assist with input of contracts, invoices, and requisitions as required into the Ford electronic payment system (WorkPlace). Assist to initiate and track progress and approvals throughout the process as needed; Ensure contract requests and materials are in keeping with established Foundation policies. Work with Foundation colleagues to trouble-shoot related inquiries, and to move forward each phase of the process to completion.
Communications and Research:
- Undertake Internet-based research and prepare presentations and other materials for program staff
- Preparation of presentations and other materials for program staff
- Compile information into analytical tools and prepare charts or other presentations from this information
- Background research on individuals and organizations as meeting prep for colleagues
- Utilize data visualization tools to support team as needed
- Request administrative and support information relative to grantee proposals and grant actions
- Establish and maintain appropriate files, including virtual grant file records.
- Support the development of grant recommendations through editing and information compilation
- Plan and coordinate logistics for site visits and major grantee meetings; preparing expense reports
- Assist with grant-related inquiries, coordinating responses, and maintain correspondence control records
- Work within our grants management system (Fluxx) as needed
- BA/BS plus a minimum of 3-5 years of relevant office experience or equivalent work experience
- Strong commitment to promoting social justice
- Experience working in an international context (scheduling across time zones, organizing global meetings, etc)
- Detailed knowledge of and demonstrated proficiency in the use of Microsoft Office and Google computer applications, including Microsoft Outlook, Word, Excel, PowerPoint and Google Drive, Sheets, Docs, Slides and Prezi
- Enthusiasm for learning new tools and technologies and ability to adapt to rapidly evolving applications and systems
- Demonstrated proficiency in utilizing on-line information resources and data tools for information retrieval and capacity to undertake Internet-based research
- A clear and strong verbal and written communicator with the ability to handle communications tactfully and professionally with a high attention to detail;
- Must be flexible and demonstrate proactive planning skills, organizational skills, and critical thinking skills; proven ability to problem solve and follow up appropriately on process and procedural issues
- Highly functioning administrator who is proactive and able to self-manage, prioritize work assignments across departments and from multiple individuals, manage multiple deadlines, and represent the unit and the Foundation in any given environment
- A team player with an ability to work in diverse teams with accountability and responsibility; ability to contribute to a positive, productive, open and supportive environment that motivates everyone to perform at their best
- Solid and strong administrator with 3-5 years of calendar management and scheduling experience supporting more than two people preferred
- Experience working in an international context and able to work in a diverse, cross-cultural environment
- Highly functioning and proactive self-starter who can work under minimal supervision and take projects and run with them
- Strong commitment to promoting social justice; interest and/or familiarity with the social justice issues that Ford supports
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer. This position may also require some local travel, particularly within the UN neighborhood.
The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact firstname.lastname@example.org or call (212) 573-4627.