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Senior Administrative Support Officer

2 months ago

London, Greater London, United Kingdom Open Society Foundations Full time

Role Title

Executive Administration Specialist

Grade Level

Level C, Grade 8

Reporting To

Senior Director, Global Safety, Security and Resilience

Program/Tool/ Department/Unit Name

Global Safety, Security and Resilience

Team Name

Global Safety & Risk

Role Purpose

The Executive Administration Specialist is a vital member of the Global Security and Risk team. This position is designed to provide comprehensive support to the Senior Director, facilitating the effective management of security and risk initiatives across the organization.

In this role, you will undertake advanced administrative and project leadership responsibilities, allowing the function leader to concentrate on strategic objectives. Responsibilities may include project oversight, logistical coordination, event planning, schedule management, and the preparation of essential documents such as briefing materials and presentations.

Key Responsibilities

As an Executive Administration Specialist, your duties will encompass:

  • Overseeing a variety of administrative and executive support functions, including scheduling, event coordination, and logistical arrangements.
  • Handling contractual and financial tasks, such as budget monitoring, invoicing, and vendor agreements.
  • Coordinating the administration and delivery of security and risk management training sessions.
  • Preparing diverse materials in advance of regular and special engagements, including briefing documents, meeting agendas, and logistics notes.
  • Assisting in the drafting, editing, and distribution of materials such as guidelines, policies, alerts, and reports.
  • Monitoring travel tracking systems to ensure compliance and functionality.
  • Supporting the development of templates, plans, processes, assessments, and audits for global team services.
  • Acting as a key communication link between senior leadership and various stakeholders, exercising discretion and working with minimal supervision.
  • Maintaining internal incident tracking and database systems.
  • Managing the team's knowledge and ticketing systems.
  • Supporting and overseeing specific projects relevant to the team's objectives.
  • Taking meeting notes and assisting with project management as necessary.

People Responsibilities

None

Key Internal Relationships

Senior Director, Global Security and Risk; Global Security and Risk team; Other departmental Administration Officers; Global Operations

Key External Relationships

Vendors, peer organization networks

Qualifications

Essential:

  • A level of education combined with professional experience demonstrating the capability to fulfill key responsibilities and contribute to organizational success.
  • A strong interest in global safety, security, and resilience.

Desirable:

  • A recognized qualification in security and/or risk management.

Experience

Essential:

  • Several years of experience providing executive support services, including extensive diary management, meeting arrangements, proactive agenda creation, expense management, and high-quality note-taking for multiple stakeholders across various locations.
  • Prior experience within a security or risk team at an international organization.
  • Proven expertise in logistical support and event planning, delivering exceptional service to senior leaders and geographically dispersed teams.
  • Experience in collaborating with and supporting stakeholders across multiple regions.
  • A track record of effectively managing contracts and invoices.

Desirable:

  • Experience working within humanitarian, development, or rights-based organizations.
  • Project management experience.

Functional Competencies:

  • Excellent writing and communication skills, with the ability to articulate ideas, request actions, and formulate plans or policies.
  • Ability to effectively plan, organize, and prioritize activities to meet objectives in a complex, multi-geographical environment.
  • Ability to manage and analyze data, drawing insights for management.
  • Proficiency in office software and technology (e.g., MS Office Suite).
  • Attention to detail and strong problem-solving skills.
  • Professional discretion and judgment in handling confidential information.

Personal Competencies:

  • Commitment to core values of humility, collaboration, respect, inclusivity, and integrity.
  • Dedication to continuous learning and growth in diversity, equity, inclusion, and social justice.
  • Able to manage competing priorities and work under pressure in a dynamic environment.
  • Excellent oral and written communication skills in English.
  • Strong relationship-building skills, effective at establishing trust and confidence.

Languages:

  • Proficient in English; knowledge of additional languages is an asset.