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SUMMARY DESCRIPTION

The Office of the Vice President  (OVP) for US Programs (USP) is hiring a Special Assistant (SA) to proactively support the Vice President and OVP through efficient management of budgets, administrative processes, and staff organizational practices. 

Reporting to the Director, OVP, the SA is a highly organized administrator that manages heavy scheduling, travel planning, calendar management, and budget tracking for the OVP and other senior staff. Additionally, the SA collaborates closely with senior colleagues, foundation offices, and external entities to facilitate forward planning, provide guidance on administrative procedures and policies, and ensure coordinated support across divisions. The SA may also assist in coordinating absence coverage and workload coordination, fostering a cooperative team environment within the division.

RESPONSIBILITIES

• Proactively manage and maintain calendars for internal, external, and teleconference meetings

• Actively prepare and manage domestic and international travel itineraries, including logistics and follow-up

• Initiate, submit, and track expense documentation through Ford software

• Prioritize and respond to inquiries, maintaining accurate correspondence control records

• Plan and coordinate logistics for on-site and off-site meetings, including support during meetings

• Input contracts, invoices, and requisitions into Ford systems, ensuring compliance with Foundation policies

• Assist with document production and coordination for Board of Trustees meetings and communication with US Programs

• Coordinate knowledge sharing and workflow improvement across OVP

• Support smooth onboarding for new hires within the executive assistant/special assistant team and engage with colleagues across USP

• Maintain a deep understanding of Foundation operations and serve as a key liaison for OVP-related records

• Keep up to date with information management best practices and technical training for OVP support

• Assist in onboarding new hires, update event calendars, and manage budgets as needed for OVP and USP

QUALIFICATIONS

• Highly organized administrator with strong self-management and high degree of accountability

• Ability to understand the big picture and align priorities accordingly

• Expert in prioritizing tasks that are assigned from multiple individuals and with varying deadlines; can represent the unit and the Foundation in any given environment

• Collaborative team player with excellent interpersonal skills and adaptability

• Advanced in calendar management, scheduling, and email task handling

• Skilled problem solver with exceptional organizational and critical thinking abilities

• Proficient in financial analysis, budget planning, and Microsoft Office/G-Suite

• Globally minded, quick learner, and experienced in diverse communication systems

• Ability to manage complex schedules and operate calmly in high-pressure situations

• Excellent analytic and written and oral communication skills, with the ability to handle communications tactfully and professionally with a high attention to detail

• Enthusiasm for learning new tools and technologies and ability to adapt to rapidly evolving applications and systems

• BA/BS plus a minimum of 4 years of relevant experience or equivalent combination of education and/or experience

Alignment to Culture and Values

• Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency

• Personal qualities of humility, capacity for self-reflection, and a sense of humor

• Discretion and ability to handle confidential issues

• Action-orientated and entrepreneurial self-starter who can work well independently and in teams

Benefits

• Hybrid Workplace and Flexible Work Arrangement policies

• Medical and dental benefits for employee and immediate family on first day of work

• Retirement savings account with matching company contributions of up to 13%

• Three weeks’ paid vacation in first year of work; four weeks in subsequent years

• Tuition Reimbursement

• Office closed the week between Christmas and New Year’s Day

• Professional development initiatives for growth

• Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.