Administrative Assistant

Job Posting Organization:
The International Rescue Committee (IRC) is a humanitarian organization that has been operating for over 90 years, having been founded in 1933 at the request of Albert Einstein. The IRC is dedicated to responding to emergencies and assisting uprooted communities in rebuilding their lives. With a presence in more than 40 countries, the IRC provides emergency relief, relocates refugees, and supports communities in the aftermath of disasters. The organization is committed to bold leadership, innovation, and accountability to those it serves, advocating tirelessly for the most vulnerable populations.

Job Overview:
The Administrative Assistant role is a vital position within the External Relations (ER) department of the IRC. This department encompasses various functions, including private fundraising, mobilization and marketing, policy and advocacy, and operations and analytics. The Admin Assistant will support the administrative and logistical needs of the Vice President and the department as a whole. The role requires a dynamic individual who can prioritize tasks effectively, multitask, and work autonomously. The successful candidate will be responsible for managing the daily workflow of the Vice President, coordinating international travel, and providing budget support and expenses management. Additionally, the Admin Assistant will handle department administrative support, including scheduling meetings, managing onboarding materials for new staff, and maintaining key team-wide documents. This position is essential for ensuring the smooth operation of the department and enhancing the IRC's ability to fulfill its mission.

Duties and Responsibilities:

• Support the Vice President by managing appointments and complex calendar management, ensuring efficient daily workflow.
• Coordinate international travel arrangements, including travel briefs, flights, accommodations, visa applications, and ground transportation.
• Collate and submit expense reports, purchase orders, contract payments, and other finance transactions for approval.
• Assist in the rollout of department-wide systems and processes related to expensing.
• Provide finance operations support, including vendor onboarding and invoice/PO/payment follow-up.
• Schedule department/team meetings, reserve conference rooms, and set up IT for meetings.
• Manage onboarding materials for new staff, coordinating with IT and office services.
• Maintain and update key team-wide materials, such as org charts and onboarding documents, to ensure accuracy.
• Develop collaborative relationships with teams and coordinate staff offboarding logistics. 1
• Ensure timely updates to access, distribution lists, Teams, and reference materials during offboarding.

Required Qualifications:

• A Bachelor’s degree is preferred but not required.
• At least one year of experience in a fast-paced office setting, including internships.
• Preferred experience in a non-profit development department or as an administrative assistant.
• Interest in a fundraising career and experience working with high net-worth individuals or senior partners is a plus.
• Demonstrated ability to work successfully in a sophisticated, fast-paced organization serving multiple partners.
• Proficiency in Outlook email and calendar management, with familiarity in complex scheduling.
• Solid skills in Microsoft Office, database management, and Adobe Acrobat Pro.
• Excellent interpersonal and communication skills, with the ability to interact confidently with various internal and external contacts.
• Strong listening skills and the ability to follow guidance accurately. 1
• Outstanding attention to detail and dedication to timelines, with the ability to work independently and in a cross-functional team.

Educational Background:
The position prefers candidates with a Bachelor’s degree, although it is not a strict requirement. Candidates with relevant experience, including internships, will also be considered. The educational background should ideally align with the administrative and operational functions of the role, providing a foundation for effective support within the organization.

Experience:
Candidates should have at least one year of experience in a fast-paced office environment. This experience can include internships, and preference will be given to those who have worked in non-profit development departments or have prior administrative assistant experience. The role requires familiarity with high-pressure situations and the ability to manage multiple tasks efficiently.

Languages:
While the job description does not specify mandatory languages, proficiency in English is essential due to the nature of the role and the organization’s international operations. Additional language skills may be beneficial but are not explicitly required.

Additional Notes:
This position is hybrid, allowing for both on-site work in the New York City office and remote work options. Applicants must have a suitable home or alternate workspace to effectively complete their work during scheduled hours. The compensation for this role is hourly, ranging from $21 to $26, depending on various factors such as the labor market, job type, internal equity, and budget considerations. Exact offers will be tailored based on the candidate's experience and skills relative to the defined job requirements.