Administration Officer

Role Purpose

Administration Officers take on advanced executive assistant responsibilities to enable leaders to focus on strategic value activities. Example activities could include events management, preparing briefing materials, drafting presentations and contracts administration. 

Key Responsibilities

• Manage a wide range of administrative and executive support tasks, including welcoming and escorting visitors, events management, logistics, expenses and scheduling 
• Support the President’s Office with administrative functions, including coordinating schedules, planning complex stakeholder meetings/events, and researching/arranging logistics
• Serve as a critical communications liaison between the President’s Office, 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, presentations, and reports as needed
• Take notes in meetings and supports project management as required
• Support the Operations and Programs Senior Advisors in the President's Office as needed and work closely with other administration staff to anticipate the needs of the President and the team. Liaise with the Senior Advisor, Communications as needed.

Key internal relationships 

• President's Office Senior Advisors, Senior Advisor, Communications, Officer President’s Office, VPs, Managing/Senior Directors and Executive Assistants

Key external relationships  

• External organizations relevant for event management and logistics

Essential Qualifications

• Substantial experience in executive level administrative support, preferably at least 3 years of dedicated executive assistant with prior experience providing logistical support.
• Coordinated diaries for internal and external leadership events on a global scale and across multiple time zones leadership in high profile organizations. 
• Proven ability to build and maintain functional relationships (with a focus on organizational coordination) with leaders with diverse backgrounds throughout a complex organization.
• Professional or personal experience with international and cross-cultural contexts
• Proven experience with technology, including video conference systems, online collaboration tools, secure digital communication, and Microsoft Suite
• Proven experience of working in a CEO, President or Board level office

Functional Competencies:

• 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
• Strong computer program skills in excel, word, and PowerPoint.

Personal Competencies:

• 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.

Languages:

• Fluency in English is essential
• Fluency in a local language (if this is not English) is essential
• Expert knowledge of other languages would be an asset.