SUMMARY DESCRIPTION

The Office of the Vice President  (OVP) for US Programs (USP) is hiring a Special Assistant (SA) to proactively support the Vice President and OVP through efficient management of budgets, administrative processes, and staff organizational practices. 

Reporting to the Director, OVP, the SA is a highly organized administrator that manages heavy scheduling, travel planning, calendar management, and budget tracking for the OVP and other senior staff. Additionally, the SA collaborates closely with senior colleagues, foundation offices, and external entities to facilitate forward planning, provide guidance on administrative procedures and policies, and ensure coordinated support across divisions. The SA may also assist in coordinating absence coverage and workload coordination, fostering a cooperative team environment within the division.

RESPONSIBILITIES

• Proactively manage and maintain calendars for internal, external, and teleconference meetings

• Actively prepare and manage domestic and international travel itineraries, including logistics and follow-up

• Initiate, submit, and track expense documentation through Ford software

• Prioritize and respond to inquiries, maintaining accurate correspondence control records

• Plan and coordinate logistics for on-site and off-site meetings, including support during meetings

• Input contracts, invoices, and requisitions into Ford systems, ensuring compliance with Foundation policies

• Assist with document production and coordination for Board of Trustees meetings and communication with US Programs

• Coordinate knowledge sharing and workflow improvement across OVP

• Support smooth onboarding for new hires within the executive assistant/special assistant team and engage with colleagues across USP

• Maintain a deep understanding of Foundation operations and serve as a key liaison for OVP-related records

• Keep up to date with information management best practices and technical training for OVP support

• Assist in onboarding new hires, update event calendars, and manage budgets as needed for OVP and USP

QUALIFICATIONS

• Highly organized administrator with strong self-management and high degree of accountability

• Ability to understand the big picture and align priorities accordingly

• Expert in prioritizing tasks that are assigned from multiple individuals and with varying deadlines; can represent the unit and the Foundation in any given environment

• Collaborative team player with excellent interpersonal skills and adaptability

• Advanced in calendar management, scheduling, and email task handling

• Skilled problem solver with exceptional organizational and critical thinking abilities

• Proficient in financial analysis, budget planning, and Microsoft Office/G-Suite

• Globally minded, quick learner, and experienced in diverse communication systems

• Ability to manage complex schedules and operate calmly in high-pressure situations

• Excellent analytic and written and oral communication skills, with the ability to handle communications tactfully and professionally with a high attention to detail

• Enthusiasm for learning new tools and technologies and ability to adapt to rapidly evolving applications and systems

• BA/BS plus a minimum of 4 years of relevant experience or equivalent combination of education and/or experience

PHYSICAL REQUIREMENT

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.

SALARY: The Ford Foundation is committed to practicing salary transparency. The minimum starting salary for this position is $96,000 and the maximum starting salary is $111,000. It is not typical for an individual to be hired at or near the top of this range. The final offer is determined by a candidate’s relevant experience and our commitment to internal equity. We review global compensation on a regular basis to ensure market competitiveness and equity. The hiring range for this position has been carefully crafted in alignment with the market.