Executive Administrator

Open Society Foundations

The Open Society Foundations work to build vibrant and tolerant societies whose governments are accountable and open to criticism, whose laws and policies are open to debate and correction, and whose political institutions are open to the participation of all people. We seek to strengthen justice and the rule of law; broaden respect for human rights, including the rights of minorities; encourage pluralism and a robust diversity of opinion; deepen democratic practice and participation; expand economic equity; support effective governance; and invest in individuals, public and private organizations, and social movements that advance these goals.

We are a global network of foundations committed to local knowledge and national expertise. Our network includes national foundations, regional foundations, and other geographic programs operating in more than one hundred countries. At the same time, many programs with global reach operate from our four headquarters in Europe and the United States, including programs on digital information, documentary photography, drug policy, early childhood, education, fellowships, fiscal governance, higher education, human rights, international migration, justice, public health, scholarships, think tanks, and women's rights. In addition to making grants to organizations and individuals, the Open Society Foundations engage in policy advocacy, legal advocacy and litigation, program-related investing, and public communications, as well as providing direct assistance to governments. Most programs and foundations in the network are governed or advised by their own boards.

The Open Society Foundations are the global philanthropies of George Soros, who, as chairman, plays an active role in the work of the foundations. 

Job Profile

The executive administrator will have a full understanding of the Open Society Foundations' culture, initiatives, mission, guidelines, and policies (or a willingness to quickly learn), as well as possess strong communication and customer service skills. This position will report directly to the director of the New York office. 

This position will have two main functions:

1. Coordinating all staff-related events at the New York office, referred to as the Argonaut. The goal is to motivate and encourage employees to collaborate with other departments through various social events.

2. Supporting our visiting outside guests when located at the Argonaut. The goal is to value our guests by taking care of their needs to ensure a smooth and seamless experience while they are in New York.

Coordination of Events

Overall Calendar

• Maintain a central calendar for all employee-related events for a rolling 12-month period;
• Chair the Events committee;
• Review and recommend to the director of the New York office employee-sponsored events that are asking for our support. This will include funding for t-shirts, hats, or registration for "Open Society Foundations" sports that our employees want to participate in. It may include walks, bike rides, or fundraisers that we do not consider part of our events, but that employees may want to put together.

Logistics

• Partner with Facilities, Human Resources, Security, and outside vendors to organize the events;
• Develop and manage—in an accessible location—a rolling 12-month plan/checklist for the work that needs to occur prior and throughout each event for the review of the director of the New York office and for consultation by relevant departments;
• Consult with relevant departments on tasks and deadlines for all activities and manage the execution of the tasks;
• Inspect VIP rooms and visitor stations.

Communications

• Manage the events calendar on KARL (Open Society's intranet);
• Actively publicize all events through a variety of means, including but not limited to creating invitations, posting notices, sending e-mails, arranging for posters;
• Support employee-sponsored events with Communications;
• Be actively visible in the building, and readily accessible via phone.

Budget

• Manage the events-related expenses to the Argonaut budget;
• Work with Facilities to obtain vendors, contracts, and execution for events-related services and goods; liaise with Legal to ensure contract execution;
• Track employee contributions to events;
• Approve the "employee-sponsored" budgets;
• Process all invoices related to event costs.

Results Evaluation

• For each event, determine if we achieved our goal heightening the awareness of and collaboration with colleagues within the same building. Assessing each event and determining what works, did not, and how to structure (or restructure) the next events to improve our ability to meet our goals;
• Develop metrics to gauge strategic progress and success;
• Present results to the Events committee and working with them and senior management to identify areas for improvement.

Outside Guest Support

Our global board members, heads of advisory boards, and guests of the Office of the President require administrative support.

• Coordination with the Office of the President, including regular meetings with the Office of the President and the director of the Budapest office to determine:
  • Visiting dates of VIP guests;
  • The division of tasks between the Office of the President and the Argonaut support staff to best assist;
  • Proper notification to all departments.

• Logistics coordination—in cooperation with the Office of the President, assist our guests with:
  • Travel, including: flights, transportation, lodging, visas;
  • Assigning workstations and familiarizing with Open Society equipment and services;
  • Making reservations for non-Open Society–sponsored events;
  • Working with administrative and management staff on all floors, where the guests are located, to ensure assistance and attention when you are not available;
  • Suggestions for personal services and entertainment within New York City.

Qualifications

• Bachelor's degree or equivalent;
• At least four years of customer service experience, administrative/clerical, or related experience;
• Ability to meet deadlines with a strong attention to detail; ability to multi-task with the ability to be self-directed;
• Proven track record of support to guests/VIPs and external guests in conference or meeting settings, including demonstrated skill in booking travel and accommodations;
• Excellent written and verbal communication skills;
• Excellent customer service skills;
• Interpersonal skills to deal effectively with all contacts;
• Professional appearance and demeanor at all times;
• Working knowledge of Microsoft Office;
• Able to communicate in English, both written and spoken;
• Flexibility to accommodate irregular and/or extended hours;
• Familiarity with New York and environs.

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.

Application Instructions

Please email resume and cover letter with salary requirements by June 23, 2014, to: humanresources@opensocietyfoundations.org. Include job code in the subject line: EA-NY.