Executive Administrative Assistant

Position description

The role plays a pivotal role in supporting the effectiveness of the Office of the General Counsel (OGC). Positioned within the OGC Operations and Corporate Secretariat division, this role ensures smooth administrative and operational workflows through proactive scheduling, financial tracking, and process optimization. The Associate will contribute to high-level coordination, vendor management, and legal support activities, helping drive operational excellence across the team.

Key responsibilities:

• As Executive Administrative Assistant, you will:

• Provide proactive administrative support to the Deputy General Counsel (based in Berlin, Germany), including complex calendar management, meeting coordination, travel arrangements, and expense reporting.
• Collaborate with the Legal Support Team to assist with ongoing projects and rotating administrative tasks.
• Serve as the primary administrative contact for the OGC London team, managing scheduling and logistics, and general office support.
• Lead invoice processing and vendor management for OGC London team, including contract monitoring, vendor liaison, cost-effectiveness reviews, and ensuring timely and accurate invoice handling.
• Support legal and compliance-related tasks under supervision, adhering to established processes.
• Assist with corporate secretarial duties, including document organization, signature coordination, version control, and secure distribution and storage.
• Foster strong working relationships across OSF operational departments to enhance cross-functional collaboration and efficiency
• Travel isrequired. Travel frequency depends on the role requirements.

The ideal candidate

• Proven experience as an Administrative or Executive Assistant.
• Demonstrated success in roles requiring meticulous attention to detail, strong organizational skills, and the ability to manage multiple tasks and projects concurrently.
• Proficiency in digital collaboration tools such as Microsoft SharePoint and Teams, with a proactive approach to process improvement.
• Advanced proficiency in Outlook, MS Teams, SharePoint, Excel, Word, and PowerPoint.
• Strong written and verbal communication skills, with cultural sensitivity.
• Ability to support multiple professionals, including in virtual settings.
• Resourceful and self-motivated, with a problem-solving mindset.
• Discretion and confidentiality in handling sensitive information.

Languages

• An excellent knowledge of English. Knowledge of other languages would be an asset.

What we offer

Qualifications

Open Society Foundations aim to establish vibrant and inclusive democracies where governments are accountable to their citizens. Our operating model organizes grantmaking around specific, time-limited projects, developed alongside support for established partners, enabling us to respond swiftly to emerging needs. We are committed to promoting human dignity, equality, and rights; reimagining democratic ideals and practice; and advancing equity in governance systems.

Guided by our founder’s values and the belief in the art of the possible, we engage directly with global entities, individuals, and policymakers through grants, advocacy, impact investing, and strategic human rights litigation to drive positive change. At the heart of our mission is a deep commitment to rights, equity, and justice, inspiring every action we take.

Additional information

Open Society Foundations is committed to building an inclusive workforce that reflects the communities we serve. We actively seek applications from talented individuals across all backgrounds, identities, and life experiences. Each candidate is evaluated solely on their unique qualifications without regard to race, age, sex, religion, ethnic origin, nationality, gender, sexual orientation, disability, pregnancy, or any other legally protected characteristics.

We are committed to providing reasonable accommodations for candidates with disabilities.

Competitive rates of pay apply.

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net