Administrative Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a global humanitarian organization that responds to the world's worst humanitarian crises, helping people to survive and rebuild their lives. Established in 1933, the IRC operates in over 40 countries and 26 U.S. cities, providing assistance to refugees and displaced persons. The organization is committed to upholding the highest standards of professional conduct and integrity, ensuring that all employees adhere to its core values of Integrity, Service, Equality, and Accountability. The IRC employs thousands of staff members worldwide, working collaboratively to deliver essential services and support to vulnerable populations.

Job Overview:
The Administrative Assistant position at the IRC Richmond office is a critical role that combines receptionist services with various administrative duties. This position is the first point of contact for clients visiting the office or calling in, making it essential for the Administrative Assistant to provide a welcoming and efficient experience. The role requires the individual to manage the office's daily operations, including opening and closing the office at designated times (9:00 am to 5:00 pm). The Administrative Assistant will be responsible for greeting visitors, answering inquiries, and directing them to the appropriate staff or department. Additionally, the role involves managing the flow of visitors during peak times, ensuring that all clients receive timely assistance. The Administrative Assistant will also handle incoming calls, take messages, and assist with safety and security" style="border-bottom: 1px dotted #007bff !important;">security measures as necessary. This position requires a proactive approach to maintaining office supplies, equipment, and inventory, as well as supporting the Operations Coordinator with various tasks, including intern recruitment and onboarding.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include but are not limited to: greeting visitors and assessing their needs, answering basic questions, and directing them to the appropriate staff member or department; managing visitor flow during busy periods; answering and directing incoming phone calls, taking messages, and responding to inquiries; assisting with safety and security measures as required; ordering and maintaining office supplies, reviewing inventory, and monitoring prices; ensuring office equipment such as copiers, faxes, printers, scanners, and projectors are in good working order and arranging for maintenance as needed; reviewing intern applications, conducting interviews, and making recommendations to the Operations Coordinator regarding intern selections; supervising the onboarding and training of interns; distributing bus passes and vouchers; maintaining accurate inventory records and updating the Operations Coordinator with changes; assisting with ID badges and maintaining office photo lists; supporting the Operations Coordinator with IT issues and other system equipment; monitoring the telephone system, updating voicemail and extensions for new staff, and maintaining the office phone list; ensuring new staff and interns have access to ID cards, swipe cards, and office keys; receiving and distributing mail, processing outgoing mail, and depositing it in the mailbox daily; and complying with agency policies and protocols. Additional tasks and projects may be assigned by the supervisor as needed.

Required Qualifications:
The required qualifications for the Administrative Assistant position include a high school diploma, with some university education preferred. Candidates must demonstrate strong verbal and written communication skills in English, and additional language proficiency is preferred. Proficiency in Microsoft Office programs, including Excel, Word, and Outlook, is essential. The ideal candidate should be well-organized, reliable, professional, detail-oriented, and flexible. A desire to work as a team member in a multicultural workplace is crucial. Furthermore, candidates must possess a valid driver’s license, an active insurance policy, and access to reliable transportation.

Educational Background:
Candidates for the Administrative Assistant position are required to have at least a high school diploma. While a high school diploma is the minimum requirement, some university education is preferred, indicating that candidates with further education may have an advantage in the selection process. This educational background supports the skills necessary for effective communication, organization, and administrative tasks.

Experience:
The position requires candidates to have relevant experience in administrative roles, particularly in environments that involve customer service or client interaction. While specific years of experience are not stated, candidates should demonstrate familiarity with office procedures and administrative support functions. Experience in a multicultural workplace is also beneficial, as the IRC serves diverse populations.

Languages:
Fluency in English is mandatory for this position, with strong verbal and written communication skills being essential. While additional language skills are not required, they are preferred and can enhance a candidate's suitability for the role, especially in a multicultural environment where communication with clients from various backgrounds is necessary.

Additional Notes:
The Administrative Assistant position is a full-time role based in a standard office environment. The compensation for this position ranges from $19.50 to $21.50 per hour, depending on various factors such as the labor market, job type, internal equity, and budget considerations. The IRC offers a comprehensive benefits package for U.S.-based employees, including 10 sick days, 10 U.S. holidays, and 20-25 paid time off days based on role and tenure. Medical, dental, and vision insurance options are available, along with a flexible spending account (FSA) for healthcare and commuter costs. Employees can participate in a 403b retirement savings plan with immediate vesting and matching contributions. Additional benefits include disability and life insurance, as well as an Employee Assistance Program to support staff and their families during times of crisis and mental health challenges. The IRC is an Equal Opportunity Employer, considering all applicants based on merit without discrimination.