Administration Officer Jobs (NOW HIRING)

Role Title: Administration Officer

Contract Type: Permanent

Workstyle Arrangement: Hybrid

Reporting To: Manager, General Counsel

Department: Office of the General Counsel (OGC)

Location: New York or Washington D.C

Team Name: Corporate Secretariat and OGC Operations

Opportunity odescription

The Administrative Officer focused on contract administration, supplier payment processes, intake and resource management, learning and communications, continuous process improvement and optimization. Corporate Secretariat and OGC Operations. The position offers an opportunity to contribute in projects aimed at improving administrative processes and practicers and build career in an international nonprofit and legal department

Role Purpose

The role of Administration Officer sits within the Corporate Secretariat and OGC Operations division. OGC Operations supports the Office of the General Counsel in a wide range of administrative and support tasks, including contract administration, supplier payment processes, intake and resource management, learning and communications, and continuous process improvement and optimization. Corporate Secretariat and OGC Operations also houses the Corporate Secretariat function responsible for governance support, and the Learning Partner who develops and delivers legal and compliance training across the organization.

Key responsibilities

As an Administration Officer, you will:

• Provide high-level administrative support within the OGC Legal Support Team, handling sensitive and confidential matters with discretion and professionalism
• Deliver operational and administrative support across OGC functions, including contract administration, invoice processing, procurement coordination, records management, and document control
• Support senior leaders and attorneys with a broad range of administrative activities, including calendar management, coordination of stakeholder meetings and events across multiple time zones, preparation of meeting materials, travel arrangements, and expense management
• Perform legal tasks under supervision and follow compliance-related processes, requiring familiarity with legal vocabulary but not legal practitioner expertise
• Coordinate and support OGC projects facilitating project execution, tracking action items, and monitoring deliverables, to ensure timely completion of objectives

• Build and establish relationships with other multi-regional operational departments within OSF

The ideal candidate (essential criteria)

Essential Education

• A level of education that, when combined with your professional experience will adequately show you have the capability to perform the key responsibilities and contribute to organizational success.

Essential Experience

• Proven experience in administrative, team support, or coordination roles within a professional environment
• Record of accomplishment in roles requiring high degrees of organization, accuracy, and the ability to work simultaneously on diverse tasks
• Familiarity with legal, governance, or compliance-related administration is advantageous
• Experience processing or coordinating contracts, invoices, expenses, travel bookings, vendor payments or similar administrative workflows.
• Strong digital capability, including practical experience using Microsoft Outlook, Word, Excel, Teams and SharePoint or comparable platforms.

Desirable Experience

• Experience supporting digital learning and instructor-led learning projects, including coordinating with external partners.

• Experience supporting a legal department, General Counsel's office, law firm or comparable professional-services or Experience working within a complex international organization or nonprofit ..
• Familiarity with legal terminology, contract administration or compliance-related processes.
• Experience coordinating projects or process-improvement initiatives.

Language

• Fluency in English and knowledge of other languages is desirable

Travel

• Travel is required. Travel frequency depends on the role requirements.

Functional Competencies

• Strong proficiency in Microsoft 365, CRM tools, and digital organisation platforms, including the ability to use technology to organise work, track priorities, manage information, and improve administrative processes
• Exposure to Compliance requirements to ensure the organization adheres to laws and regulations.
• Demonstrated ability to use verbal and written communication to deliver support for multiple professionals (within a legal team environment), including in the virtual environment.
• Ability to handle information with the utmost confidentiality.
• A proactive, service-oriented approach to resolving administrative issues and improving processes.

Personal Competencies

• Demonstrates commitment to OSF's core values of humility, commitment, collaboration, respect, inclusivity and integrity
• Strong analytical mindset
• Strong interpersonal skills enabling relationship building at various levels within and outside the organization, with sensitivity to cultural differences
• Demonstrated resourcefulness and self-motivation, able to work independently and solve problems creatively
• Commitment to Diversity and Inclusion by recognizing and responding positively to individual and group differences in the workplace and beyond. Building an inclusive workplace by respecting and seeking out diverse viewpoints and perspectives

What we offer

• Exceptional opportunities to learn, grow, and make an impact; from a generous annual professional development allowance for every employee to onsite training and learning conversations with visiting experts.
• Excellent benefits and perks to promote well-being and a healthy work-life balance, including:
• Generous time off and flexible work arrangements.
• Staff are required to work in an Open Society office 50% of working days per month.
• Employer-paid health insurance for individuals and families (no employee contribution required).
• Exceptional retirement savings plan (non-contributory for employees) and life insurance.
• Progressive paid parental leave, reproductive and family planning support, and much more.
• A commitment to nurturing a diverse and inclusive workplace, so you can bring your whole self to work and make a positive impact.

FOR ROLES IN THE US ONLY

The salary range for this role is 86,500 - 96,100 USD

The final offer is influenced by a wide array of factors including but not limited to skill set and level of experience.

WHO WE ARE

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.

Competitive rates of pay apply.

Open Society Foundations is committed to advancing diversity, equity and inclusion, and to building a diverse staff that reflects the movements, issues and communities that our mission serves. Candidates from all underrepresented backgrounds, identities and communities are encouraged to apply.

We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.