Administrative Assistant

Learning Differences Programme


Location: Chapel Hill North Carolina, United States

Reporting to: Director, Learning Differences

Type of contract: Temporary / Full-time position (40 hours per week)

Starting date: As soon as possible



About Oak Foundation:

Oak Foundation commits its resources to address issues of global social and environmental concern, particularly those that have a major impact on the lives of the disadvantaged. With offices in Europe, Africa and North America, Oak Foundation makes grants to organisations located in approximately 40 countries worldwide.


Context and timeframe:

Oak Foundation is seeking a temp to hire, full-time (40 hours per week) Administrative Assistant to support the Chapel Hill office in North Carolina.


Oak’s Chapel Hill office is made up of a small staff of 10 and maintains an international focus. It houses the Learning Differences Programme, part of the Special Interest and Prevent Child Sexual Abuse Programmes. The Programmes coordinate frequent meetings and regular convenings, develop new grants, manage a portfolio of active grants through virtual meetings and site visits, maintain engaged community, funder and grantee relationships, and keep up with current research to inform practice.


The position is expected to provide office management and administrative support to the local Oak Foundation staff and will report to the Director of the Learning Differences Programme, with a dotted line responsibility to the Director of Administration in Geneva. His/her work responsibilities will include the following:


Primary responsibilities:

Meeting management:

  • Setting up before and cleaning up after meetings and virtual meetings;
  • Managing the conference room calendar for both internal and external meetings;
  • Communicating with external partners regarding public use of meeting space;
  • Overseeing and executing the logistical arrangements for convenings with external partners, internal meetings and larger events such as the annual spring board meetings;
  • Assisting with other events management;
  • Assisting with scheduling meetings and calls;

IT and administrative support:

  • Welcoming and directing all visitors to/in the office, managing phone calls, etc;
  • Serving as the super user/lead for the office on internal business tools such as Cezanne (the electronic HR tool), zoom, office 365, etc;
  • Reading, sorting and forward incoming mail;
  • Organising documents and files;
  • Assisting with booking and organising travel for visitors and others, as needed;
  • Maintaining the overall annual calendar for the office, and keeping it updated;
  • Drafting communications and web content as needed;
  • Assisting with scheduling meetings and calls;
  • Supporting HR with ad-hoc research and project work.

Office management:

  • Serving as the office person of contact for IT, phone systems, the alarm system and security, in liaison with the Director of Administration and external providers;
  • Serving as the office liaison to the property management company;
  • Supporting with office space planning, office space design tips and office furniture purchasing;
  • Maintaining office equipment (copiers, computers, printers, etc.), office supplies and kitchen inventory;
  • Organising and maintaining storage areas in the office;
  • Managing the kitchen and overseeing the cleaning schedule;
  • Providing support to the Trustee as and when required;
  • Providing other general office, and administrative tasks as assigned.



Profile requirements:

  • A bachelor’s degree or have equivalent skills/experience.
  • 3-5 years of previous experience and strong references as an administrative or executive assistant. Previous experience in similar organizations preferable. Events management experience is a plus.
  • High level of IT literacy, including comfort with troubleshooting technology and IT equipment. At ease with MS Word, Excel, PowerPoint, Outlook, Internet Explorer and web conferencing platforms such as Zoom.
  • High attention to detail, the ability to type with high accuracy and to proofread outgoing documents.
  • Positive, open, friendly and flexible personality. High level of discretion is required.
  • An international outlook and exposure is highly preferred. Person should enjoy working with people from diverse backgrounds and from different cultures.
  • A history of working effectively as a team member committed to shared goals as well as a desire to contribute to the success of team culture.
  • Ability to manage the infrastructure of a small office including service provider relationships, vendor assessment and generally sustaining an efficient, well-maintained office space for the staff and trustees
  • Confident self-starter with plenty of initiative
  • Personable with a ‘can-do’ attitude toward the demands of the position
  • Committed to Oak’s organizational values.



How to apply

If you are interested, please apply here.


Oak Foundation is an Equal Opportunity Employer for all qualified job applicants without regard to race, color, religion, national origin, ancestry, sex, age, marital/partnership status, disability, sexual orientation, gender identity and any other attributes protected by law.


By submitting your application, you confirm that you have read and understood our job applicant’s data privacy notice.




Our mission

Oak Foundation commits its resources to address issues of global, social and environmental concern, particularly those that have a major impact on the lives of the disadvantaged. With offices in Europe, Africa, India and North America, we make grants to organisations in approximately 40 countries worldwide.

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©2018 Oak Foundation.
All rights reserved.


Privacy Policy, Security Protocols and Terms of Use.


©2018 Oak Foundation.
All rights reserved.