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

About the Role

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

The role sits within the Corporate Secretariat and OGC Operations division, which supports the Office of the General Counsel in a wide range of administrative and support tasks. This division 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.

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.

Requirements

• A level of education that, when combined with professional experience, demonstrates 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.
• 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 environment.
• 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.
• Fluency in English and knowledge of other languages.

Skills

• Strong proficiency in Microsoft 365, CRM tools, and digital organization platforms, including the ability to use technology to organize 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 virtual settings.
• Ability to handle information with the utmost confidentiality.
• A proactive, service-oriented approach to resolving administrative issues and improving processes.
• Strong analytical mindset and 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.

Benefits

• Exceptional opportunities to learn, grow, and make an impact, including a generous annual professional development allowance and onsite training.
• Generous time off and flexible work arrangements.
• Hybrid work arrangement: 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 more.
• A commitment to nurturing a diverse and inclusive workplace.

Pay

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.

Travel

Travel is required. Frequency depends on role requirements.