Administration Officer

Administration Officer. Rio de Janeiro. Posting Date: 03/27/2025. Deadline: 04/09/2025

Role Title: Administration Officer

Contract Type: Regular

Reporting To: Director, Democratic Openings in Latin America

Program/Department/Unit Name: Office of MD 3

Locations: Rio de Janeiro or Mexico City

Team Name: Democratic Openings in Latin America and the Caribbean

Opportunity Description

The Democratic Openings in Latin America Opportunity seeks to improve socioeconomic wellbeing, strengthen social infrastructure, and help revitalize democratic institutions in Brazil, Chile, Colombia, Guatemala, and Mexico. Over the mid- to long-term, the opportunity will support new democratic possibilities through coalitions that broaden support for democracy, community work at the local level where marginalized populations experience democracy most directly, and democratic culture bolstered by new narratives and communications strategies.

Role Purpose

The Administration Officer will support the Democratic Openings in Latin America Opportunity Director. The role carries out advanced executive assistant responsibilities, such as budget tracking and reporting, logistics support, events management, schedule management, preparing briefing materials, presentations, contracts administration, credit card reporting, and travel arrangements.

Key Responsibilities

• Manage a wide range of administrative and executive support tasks, including budget tracking, events management and logistics support.
• Support the Democratic Openings in Latin America Director with administrative functions, including coordinating schedules, planning complex stakeholder meetings/events, and researching/arranging logistics.
• Support the Democratic Openings in Latin America team in developing and implementing budget tracking and other policy and processes that advance the work of the opportunity.
• Serve as a critical communications and coordination liaison between the Democratic Openings in Latin America Director and the OSF Network as a whole, including Finance and other operational departments, exercising considerable discretion and working under limited supervision.
• Generate and prepare a variety of materials in advance of routine and special engagements, preparing briefing materials, meeting agendas and logistics notes, presentations, and reports as needed.
• Take notes in meetings and support project management as required.

The ideal candidate

• Multiple years of prior experience in providing executive support services and event planning supporting senior leaders.
• Proven experience in collaborating, engaging and supporting multi-country stakeholders.
• Excellent writing and communication skills with the ability to express ideas, request actions, and/or formulate plans or policies. Ability to effectively plan, organize, and prioritize activities to efficiently meet objectives (within a complex and multi-geography environment).
• Ability to manage, analyze data and draw insights for managers.
• Proficiency in office software and technology (e.g., MS Office Suite).
• Attention to detail and problem-solving skills.
• Professional discretion and judgement in dealing with confidential information.
• Excellent written and spoken English.
• Fluency in Spanish or Portuguese; proficiency in Spanish and Portuguese would be an asset.

Key internal relationships

VP Programs, Senior/Managing Directors, Executive Assistants, Department Directors, Global Operations, Grants Management.

Key external relationships

External organisations and vendors relevant for event management and logistics.

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, as well as our standard Open Society close at year-end (where vacation days are not required) and flexible work arrangements.
• Employer-paid health insurance and dental plans 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.
• Free, healthy, world-cuisine-style lunches or tokens (where our office does not have the scale for café facilities).

A commitment to nurturing a diverse and inclusive workplace, so you can bring your whole self to work and make a positive impact.

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.

Additional information

Open Society Foundations is committed to building an inclusive workforce that reflects the communities we serve. We actively seek applications from talented individuals across all backgrounds, identities, and life experiences. Each candidate is evaluated solely on their unique qualifications without regard to race, age, sex, religion, ethnic origin, nationality, gender, sexual orientation, disability, pregnancy, or any other legally protected characteristics.

We are committed to providing reasonable accommodations for candidates with disabilities.