The Executive Assistant will provide administrative support to the Executive Director and serve as the Secretary to the OGP Steering Committee, which is comprised of 11 ministerial-level government representatives and 11 civil society leaders from around the world. This will require superior organizational and diplomacy skills to help plan efficient and productive Steering Committee meetings and ensure clear and consistent communication with Steering Committee members between meetings.
The Executive Assistant will report to the Executive Director of the Support Unit.
Administrative Support: Schedule meetings and conference calls across many time zones, prepare expense reports, coordinate travel and logistics for OGP meetings, and help organize high-profile international events (support the organization of team-wide planning meetings and offsite retreats). Support other OGP teams as necessary (Independent Reporting Mechanism, Learning and Impact, Civil Society Engagement and Direct Country Support).
Office Management: Support the Director of Operations in ensuring all OGP staff have the necessary space, equipment, and IT support to effectively perform their duties. Develop a document retention system for the OGP Support Unit and Steering Committee. Prepare contracts and process payments to vendors.
Support to the Steering Committee: Draft correspondence and updates to Steering Committee members, organize and prepare materials for Steering Committee meetings, keep minutes of all Steering Committee meetings, manage and archive Steering Committee policy papers and decisions, track necessary revisions to OGP’s Articles of Governance
5+ years experience as an Executive Assistant or Board liaison in an international corporation or non-profit organization
Experience working with senior-level government officials or civil society leaders, and familiarity with diplomatic protocol
Mastery of Microsoft Word, Excel and PowerPoint
Tech savvy and familiarity with online document management systems, sharing systems and contact relationship management systems.
Demonstrated understanding of standard policies and procedures for non-profit Boards
Strong writing, proofreading and editing skills
Desired Skills and Attributes:
We are looking for a seasoned professional who does not miss a beat or bat an eyelash, regardless of the challenge; who takes note of everything and always follows through; and who works quickly and efficiently without sacrificing accuracy. This position requires superior organizational and diplomacy skills, unwavering attention to detail, and an extremely high standard of professionalism.
Self-directed, but likes working as part of a team, proactive in sharing information with team members to update on both progress and setbacks.
Ability to thrive and build strong working relationships in a multi-cultural, multi-lingual setting, and a desire to work as part of a virtual team.
Ability to learn quickly and independently and to seek out supplemental information as needed to complete tasks;
Proactive, adaptable and resourceful in the face of obstacles.
Humility and a healthy sense of humor. Calm and poised under pressure.
Strong written and verbal communication skills. Ability to draft clear and concise emails that leave no room for confusion or misinterpretation.
Extremely sound judgment, professionalism and integrity.
Experience with Google is strongly preferred (gmail, google calendars, google drive, etc).
Proficiency in Spanish is preferred.
How to apply
Position based in San Francisco, CA or Washington, DC.
Preferred start date is March 2015.
Compensation commensurate with experience. Excellent benefits package.
Applications must be submitted online via email@example.com
Please attach a CV, cover letter and list of references with the files labeled in the format “ExecutiveAssistant_[CV/Cover Letter/ References]_[LastName]”