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For your reference, we have included the original job posting below.
Administrative Coordinator, Executive Office
Job Number:
26843511
Company Name:
Open Society Institute
Job Location:
New York, NY US
Job Category:
Clerical & Administrative
Administrative Coordinator, Executive Office
The Open Society Institute works to build vibrant and tolerant democracies whose governments are accountable to their citizens. To achieve its mission, OSI seeks to shape public policies that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights. On a local level, OSI implements a range of initiatives to advance justice, education, public health, and independent media. At the same time, OSI builds alliances across borders and continents on issues such as corruption and freedom of information. OSI places a high priority on protecting and improving the lives of marginalized people and communities. Investor and philanthropist George Soros in 1993 created OSI as a private operating and grantmaking foundation to support his foundations in Central and Eastern Europe and the former Soviet Union. Those foundations were established, starting in 1984, to help countries make the transition from communism. OSI has expanded the activities of the Soros foundations network to encompass the United States and more than 60 countries in Europe, Asia, Africa, and Latin America. Each Soros foundation relies on the expertise of boards composed of eminent citizens who determine individual agendas based on local priorities. OSI's U.S. Programs supports people and organizations that advance a more open society within the United States and around the world. U.S. Programs envisions a society that allows all people to participate actively and equitably in political, economic, and cultural life; encourages diverse opinions and critical debate on public issues; protects fundamental human rights, dignity, and the rule of law; and promotes broadly shared prosperity and human security. U.S. Programs supports grantmaking, programming, and policy initiatives to reduce the over-reliance on incarceration and punishment; to secure equal justice; to develop new leaders and encourage civic engagement, especially among people and communities who have been historically underrepresented; and to increase the transparency, integrity and accountability of institutions vital to open society. U.S. Programs is also currently spearheading special initiatives to restore human rights and secure progressive national security policies, and to advance opportunities for African American boys and men. Position Description: The Administrative Coordinator for the Executive Office has primary responsibility for central administrative functions in U.S. Programs (USP) and is part of a three-person team that provides support to the Executive Director and the Deputy Director of USP. The Administrative Coordinator reports to the Deputy Director. In addition to central administrative and operational responsibilities for USP (e.g., central files, meeting logistics, etc.), the Administrative Coordinator provides key editorial support to the Executive Office (e.g., designing, drafting or editing internal documents). RESPONSIBILITIES: 1. Central office administration - Maintain central office files (electronic and hard copy) and manage filing space throughout USP to ensure that administrative, operations and program staff have access to filing systems that enhance their capacity and efficiency; - Coordinate and fulfill USP requests for scheduling on-site meeting space for internal and external groups and ensure that space is appropriate and available in advance of scheduled meetings, and assists with logistics of on-site meetings; - Coordinate and fulfill requests for office supplies within USP; - Interface with central units at OSI (e.g., Facilities Management, Mailroom, etc.) to help ensure smooth and efficient collaboration; - Manage and maintain USP-wide calendar of events (major conferences, meetings, events, etc) and work with staff to ensure that the calendar is regularly updated; - Provide backup administrative support (e.g., photocopying, logistics, etc.) for administrative, operations or program staff as needed. 2. Editorial support - Quickly and accurately proofread Executive Office documents (such as correspondence, briefing material and other matter) as needed; - Create presentations for a range of purposes (e.g., Board meetings, staff meetings, partnering organizations, etc.) and in different media (e.g., PowerPoint presentations, print materials, etc.); - Conduct research (using web tools to search public sources, as well as conducting research within USP's programs) for the Executive Office on issues, organizations and other matters and compiles that research into concise, relevant material; - Draft internal correspondence, meeting agendas and other materials for the Executive Office as needed. 3. Administrative support in the Executive Office - Provide support related to the USP Board of Directors, in conjunction with the other members of the executive support team; assists with logistics, travel arrangements, materials and other aspects of Board mailings and meetings; - Provide backup support to the Executive Assistants, which includes scheduling appointments, handle inquiries, process invoices and contracts, etc; - Provide other administrative support for the Executive Office as needed, including photocopying, faxing and filing. Additional Qualifications: - Bachelor's degree required; - Minimum of two years professional experience in administrative, operational or editorial support roles; - Extremely high proficiency in computer systems including Word, Access, Outlook, Lexis, Excel, PowerPoint and InDesign, and an ability to learn new computer systems; - Demonstrated ability to create administrative systems, take initiative in managing multiple administrative responsibilities and adapt systems to ensure that they work well for a range of staff; - Demonstrated ability to work quickly, sometimes under pressure and while juggling multiple tasks; - Excellent writing skills, a strong command of grammar and a passion for writing and editing content for accuracy and clarity; - An eye for strong graphic design and a knack for creating material that clearly and dynamically conveys complex information; - Clear service orientation and a pleasant, diplomatic manner and disposition with colleagues at all levels; - Natural focus on problem-solving; an innate ability to see solutions more than problems, and to help others develop effective solutions; - Flexibility in working with a broad cross-section of people on a range of tasks; - Must be highly organized, detail-oriented, and self-motivated; - Commitment to working as a member of a team, pleasant, diplomatic manner and disposition in interacting with senior management, co-workers and the general public; - Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks; - Discretion and ability to handle confidential issues; - Must be dependable, a good team player and able to work independently; - Commitment to working as a member of a team and to providing service to partners; - Ability to prioritize and work simultaneously on a wide range of tasks and projects; - Pleasant, professional, and diplomatic manner in interacting with senior management, co-workers, partners, and the public; - Demonstrated concern for social justice issues. START DATE: September 2010 How to Apply: Please email resume and cover letter with salary requirements before September 24, 2010, to: Include job code in subject line: ACEO-USP OR Open Society Institute Human Resources - Code ACEO-USP 400 West 59th Street New York, New York 10019 FAX: No phone calls, please. The Open Society Institute is an Equal Opportunity Employer.
