Administrative Support Specialist

1 semana atrás

Rio de Janeiro, Rio de Janeiro, Brasil Open Society Foundations Tempo inteiro

Job Title: Administration Officer

Job Summary:

The Administration Officer will provide advanced executive assistant services to the Latin America and the Caribbean Geographic Lead and the United States Geographic Lead. Key responsibilities include managing administrative tasks, coordinating schedules, planning stakeholder meetings, and generating materials in advance of engagements. The ideal candidate will have multiple years of experience in providing executive support services and event planning, with excellent writing and communication skills, and proficiency in office software and technology.

Key Responsibilities:

  • Manage a wide range of administrative and executive support tasks, including events management and logistics support.
  • Support the Geographic Leads with administrative functions, including coordinating schedules, planning complex stakeholder meetings/events, and researching/arranging logistics.
  • Serve as a critical communications liaison between the Geographic Leads 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 support project management as required.
  • Support the Geographic Leads in ensuring coherence of Open Society policies and approaches in Latin America and the Caribbean and the United States across opportunities, network grants, and urgent capital.

Requirements:

  • Multiple years of prior experience in providing executive support services and event planning supporting senior leaders.
  • Proven experience in collaborating, engaging and supporting multi-country stakeholders.
  • Excellent writing and communication skills with the ability to express ideas, request actions, and/or formulate plans or policies.
  • Ability to effectively plan, organize, and prioritize activities to efficiently meet objectives (within a complex and multi-geography environment).
  • Ability to manage, analyze data and draw insights for managers.
  • Proficiency in office software and technology (e.g., MS Office Suite).
  • Attention to detail and problem-solving skills.
  • Professional discretion and judgment in dealing with confidential information.
  • Commitment to listening and working with humility; ways of working that are respectful to all people; and that support space and voice for all diverse perspectives in our workplace.
  • Demonstrates commitment to OSF's core values of humility, commitment, collaboration, respect, inclusivity, and integrity.
  • Willingness to adjust working hours to include calls and discussions with colleagues and vendors located in various geographic regions.
  • Commitment to continuous learning and growth in the areas of diversity, equity, inclusion, antiracism and social justice.
  • Managing Change - Ability and skill to demonstrate a change mindset as well as plan, execute and monitor activities during times of change whilst keeping performance levels up.
  • Excellent written and spoken English.
  • Fluency in Spanish or Portuguese; proficiency in Spanish and Portuguese would be an asset.

What We Offer:

Competitive rates of pay apply. Open Society Foundations is committed to advancing diversity, equity and inclusion, and to building a diverse staff that reflects the movements, issues and communities that our mission serves. Candidates from all underrepresented backgrounds, identities and communities are encouraged to apply.

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