Office Assistant / Executive Assistant
Washington D.C.
Omidyar Network
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About Omidyar Network:
Omidyar Network is a philanthropic investment firm dedicated to harnessing the power of markets to create opportunity for people to improve their lives. Established in 2004 by eBay founder Pierre Omidyar and his wife Pam, the organization invests in and helps scale innovative organizations to catalyze economic and social change.
Omidyar Network has committed more than $1 billion to for-profit companies and nonprofit organizations that foster economic advancement and encourage individual participation across multiple initiatives, including Digital Identity, Education, Emerging Tech, Financial Inclusion, Governance & Citizen Engagement, Impact Investing, Property Rights and Tech and Society Solutions Lab.
Position Summary:
Our DC office is seeking an office administrator who will also provide executive assistance to a selected group of Directors from various teams. We are looking for someone with excellent customer relationship skills, who shows initiative and enjoys working as part of a team. The ideal candidate will be self-motivated, self-confident and exercise good judgment.
Responsibilities:
Office Assistant (approx. 30% of the role)
Working in collaboration with the Office Manager and other assistant staff the duties will include:
- Welcome visitors and guest to the office as front of house receptionist
- Assist with maintaining an operational and cohesive work environment, ensuring the communal spaces (kitchen, conference rooms, general office areas) are clean, clear and organized
- Assist with ordering kitchen and office supplies
- Respond to office requests
- Assist the team with internal and external staff events and business meetings, including meeting room set up and breakdown, catering supplies and other duties as assigned
- Support ad hoc assistance to office projects as appropriate
Executive Assistance to Directors (approx. 70% of the role)
Working on a one to one basis with 1-Director, 1-VP, 1-Investment Partner. Responsibilities to include:
- Providing daily assistance to key stakeholders including identifying and making recommendations to improve generalist administrative processes
- Responsible for scheduling and maintaining individual calendars and the respective department(s) calendar(s) (providing extended support to direct reports, peers, the Board of Directors, and investees)
- Ensure timely and accurate record keeping of correspondence, contacts, paper / electronic file storage
- Facilitate meeting coordination internally and externally for several initiatives while ensuring required resources are readily available
- Work both independently and in conjunction with other staff members
- Coordinate domestic and international travel arrangements for stakeholders to include securing travel authorizations, securing international visas, creating trip itineraries, arranging air and/or ground transportation
- Process extensive monthly expense reports
- Communicate and coordinate solutions to handle various complex and sensitive matters with executive officials in person, via phone and/or email correspondence
- Maintain a standard of excellence in compliance with ON’s policies and procedures
- Act as backup to other Executive Assistants during their absence
- Assist with special projects as required
- Perform other duties as assigned
Qualifications:
- Preference for Bachelor’s degree qualification but not required
- Similar experience of working in busy, vibrant office environment for a number of years
- Must have excellent attention to detail and ability to accurately prepare and proof materials, calendars and correspondence
- Effectively and proactively able to manage multiple projects simultaneously
- Demonstrable ability to work independently and collaboratively on projects and across departments
- Ability to manage to deadlines with composure and patience
- Self-motivated, accurate, discerning, and professional at all times
- Flexible and willing to work well under pressure and in a fast paced environment
- Strict adherence to ethical and confidentiality guidelines
- Strong computer skills (MS Office – Excel, Word, PowerPoint, Concur)
- Demonstrable ability to act as a liaison with senior level management
- Strong analytical and interpersonal skills with an ability to establish and maintain effective working relationship with others, and successfully interact with people at all management and support levels
- Thorough knowledge of administrative support practices and effective execution
- Extensive experience with calendaring
- Possess independent judgment
- Outstanding command of the English language
- Well-developed organizational and time management skills
- Excellent written and verbal communication