Administration Officer

Open Society Foundations • Washington, DC

2d • $86,500 - $96,100 • Hybrid

About The Position

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

Requirements

• 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.
• 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.
• 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.
• Fluency in English.
• 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.
• 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.

Nice To Haves

• Familiarity with legal, governance, or compliance-related administration is advantageous.
• 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.
• Knowledge of other languages is desirable.

Responsibilities

• 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.

Benefits

• Generous annual professional development allowance
• Onsite training
• Learning conversations with visiting experts
• Generous time off
• Flexible work arrangements
• Employer-paid health insurance for individuals and families (no employee contribution required)
• Exceptional retirement savings plan (non-contributory for employees)
• Life insurance
• Progressive paid parental leave
• Reproductive and family planning support

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed