JOBS: Administrative Associate

The Revenue Watch Institute seeks an Administrative Associate to be based in New York to provide administrative support to the Director and Deputy Directors, as well as more general institutional and operational support to the organization. The Administrative Associate reports to the Deputies/Director and the Operations and Grants Manager, as appropriate.

RESPONSIBILITIES

Direct administrative support

• Support Executive Director and Deputy Directors with scheduling, correspondence, expense payments, travel (including scoping trip planning and visa applications), and meeting planning and preparation (including conference registration, communications, etc.) and some correspondence and personnel support (including receipt/organization of CVs and applications as requested);
• Provide frequent (i.e. at least weekly) logistical, and especially travel support to all regional staff, RWI board members, fellows, sponsored speakers, partners and NY staff, including the drafting of visa invitation letters and supporting documents, booking and subsequent amendments of flights, hotel reservations, emergency travel issues, travel advance payments, etc.

General meeting/office/staff support

• Manage and process all payments except those paid through grant facilities, and handle general BTA AmEx account.
• Handle logistics of all major and many minor RWI-sponsored events. Conduct research on venues and service companies, submit applications for use of space, draft budgets, negotiate venue and vendor contracts, liaise with management on planning and agenda issues, handle all travel, hotel and other logistical issues related to meetings. Receive related invoices and remit all related payments;
• Handle the logistics of Governing and Advisory Board meetings, and other special program or institutional meetings as necessary;
• Support weekly staff meetings (writing up minutes, calling in staff, etc) and provide general support (including set-up, room reservation, catering, facilitation of video and teleconferencing) for other staff discussions, retreats, etc;
• Serve as staff point person for all general administrative and office support issues. Track staff vacation and leave and keep related calendars, distribute OSI HR materials to staff, arrange and schedule all-staff trainings and workshops as necessary, order office supplies, keep track of RWI staff and partner contact lists and listservs, handle issues with space, equipment, etc. Monitor and manage RWI's general email inbox and phone line. Provide general support as needed to interns, fellows, and associates on arrival and throughout course of their tenure at RWI;
• Assist the Operations and Grants Manager with general operational issues, including support to the registration of offices worldwide, facilities management and improving the efficiency and effectiveness of operations.

Contracts Management

• Manage all RWI contracts. Handle drafting process and oversight of individual consulting relationships, vendor agreements, honorarium letters and expense payment agreements. This involves working closely with the legal department, keeping current on RWI projects and programs, conducting research on immigration issues, collaborating with staff to draft appropriate TORs for agreements, corresponding and sometimes negotiating with consultants, tracking RWI's total contract spending, keeping track of all contract materials and budgets, handling a very significant amount of travel-related logistical support, and remitting all contract payments.

QUALIFICATIONS

• Bachelors degree required;

• Minimum of three to five years experience in a professional administrative capacity;
• Proficiency with Microsoft Office Suite;
• Excellent English-language writing and editing ability, as well as verbal skills;
• Experience working and interacting with international personnel and cultural sensitivity;
• Additional languages a plus;

• Ability to manage effectively multiple projects in a fast-paced environment and prioritize appropriately;
• Excellent organizational skills;
• Strong attention to detail;
• Pleasant and patient demeanor;
• Ability to work both independently and with others;
• Integrity, professional discretion, and ability to handle confidential matters.

START DATE:  Immediately

COMPENSATION:  Commensurate with experience. Excellent benefits package.

To Apply

Please email resume, cover letter and short unedited writing sample with salary requirements immediately, and no later than April 2, 2010, to: humanresources@sorosny.org Include job code in subject line: AA-RWI

OR

Open Society Institute
Human Resources – Code AA-RWI
400 West 59th Street
New York, New York 10019

FAX: 212.548.4675

No phone calls, please. The Open Society Institute/Revenue Watch Institute is an Equal Opportunity Employer.