Administrative Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a global humanitarian organization that responds to the world’s worst crises and helps 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 a mission of helping those in need, advocating for their rights, and ensuring they have access to essential services and support. With a diverse workforce of thousands of employees, the IRC aims to empower individuals and communities to thrive in the face of adversity.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the operations of the IRC Arizona offices by providing both receptionist services and administrative support. This position is essential for ensuring smooth office operations and creating a welcoming environment for visitors. The Administrative Assistant will be responsible for greeting visitors, managing incoming calls, and assisting with various administrative tasks that contribute to the overall efficiency of the office. The role requires a proactive approach to problem-solving and the ability to handle multiple tasks simultaneously while maintaining a high level of professionalism and attention to detail. The Administrative Assistant will also be involved in maintaining office supplies, equipment, and ensuring compliance with agency policies, making this position vital for the day-to-day functioning of the organization.

Duties and Responsibilities:
The Administrative Assistant will have a wide range of responsibilities, including but not limited to: greeting visitors and determining their needs, managing visitor flow during peak times, answering and directing incoming phone calls, taking messages, and providing basic information. The role also involves ordering and maintaining office supplies, reviewing inventory, and monitoring prices. The Administrative Assistant will be responsible for maintaining office equipment in good working order, arranging for repairs as needed, and managing donations inventory. Additionally, the position requires making ID badges, maintaining office photo lists, and liaising with building maintenance and cleaning services. The Administrative Assistant will serve as the first point of contact for IT issues, monitor the telephone system, and ensure new staff have access to necessary office resources. Other duties include coordinating the use of shared spaces, receiving and distributing mail, processing outgoing mail, and maintaining personnel files and documents. The Administrative Assistant will also comply with agency policies and perform other tasks as directed by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma, with some university education preferred. Strong verbal and written communication skills in English are required, and proficiency in languages spoken by IRC clients, such as Spanish, Arabic, Dari, Farsi, and/or Pashto, is desired. Demonstrated 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, with a strong desire to work as part of a team in a multicultural environment. Additionally, candidates must have a valid driver’s license, an active insurance policy, and access to reliable transportation. Eligibility for a fingerprint clearance card is also required in accordance with state law.

Educational Background:
The position requires a minimum of a high school diploma, although candidates with some university education are preferred. This educational background is essential for understanding the administrative tasks and responsibilities associated with the role, as well as for effective communication and interaction with diverse populations.

Experience:
While specific experience requirements are not detailed, candidates should have relevant experience in administrative support or receptionist roles. Experience in a multicultural workplace or with non-profit organizations is advantageous, as it aligns with the IRC's mission and values.

Languages:
Fluency in English is mandatory, with strong verbal and written communication skills. Proficiency in additional languages spoken by IRC clients, such as Spanish, Arabic, Dari, Farsi, and/or Pashto, is considered a valuable asset and is highly desired for this position.

Additional Notes:
The working environment for this position includes a combination of standard office settings, remote work, and field time within the service delivery area. Occasional domestic travel may be required, up to 10%. The compensation for this role is set at a pay range of $18.45 per hour, applicable to US-based candidates. The pay range is influenced by various factors, including the labor market, job type, internal equity, and budget considerations. Exact offers will be tailored based on the candidate's work location, experience, and skills in relation to the defined job requirements.