Administrative Assistant, Policy Advocacy and Marketing Mobilization

Job Posting Organization:
The International Rescue Committee (IRC) is a prominent international humanitarian non-governmental organization (INGO) founded in 1933 at the request of Albert Einstein. The IRC operates in over 40 countries and 29 U.S. cities, focusing on restoring health, safety, education, economic wellbeing, and empowerment to individuals affected by conflict and disaster. With a mission to provide lifesaving care and life-changing assistance to refugees and displaced persons, the IRC has developed significant expertise in emergency response and community rebuilding over the past 90 years. 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 plays a crucial role in supporting the Vice Presidents of Policy & Advocacy and Marketing & Mobilization within the External Relations department of the IRC. This position requires a dynamic individual who excels in prioritizing tasks, multi-tasking, and working independently. The successful candidate will manage complex calendars, coordinate international travel, and handle various administrative tasks that are essential for the smooth operation of the department. The role demands strong problem-solving skills, efficiency, diplomacy, and excellent interpersonal abilities to interact with senior staff and international colleagues. The Administrative Assistant will also contribute to the department's overall effectiveness by supporting the rollout of systems and processes related to finance and operations.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Supporting the daily workflow of the VPs by managing appointments and complex calendar schedules.
• Coordinating international travel arrangements, including travel briefs, flights, accommodations, visa applications, and ground transportation.
• Collating and submitting expense reports, purchase orders, contract payments, and other financial transactions for approval.
• Providing finance operations support, including vendor onboarding and invoice follow-ups.
• Scheduling department/team meetings, reserving conference rooms, and setting up IT for meetings.
• Managing onboarding materials for new staff and ensuring a smooth onboarding experience.
• Maintaining and updating key team-wide materials to ensure accuracy.
• Developing collaborative relationships with team members and coordinating staff offboarding logistics.

Required Qualifications:
The position requires a Bachelor’s degree, although it is preferred but not mandatory. Candidates should have at least one year of experience in a fast-paced office environment, with internship experience considered valid. Preferred qualifications include experience in a non-profit development department, prior administrative assistant experience, and an interest in a fundraising career. Familiarity with high net-worth individuals and senior partners is a plus. Candidates must demonstrate the ability to work successfully in a sophisticated organization, manage complex scheduling, and possess solid skills in Microsoft Office, database management, and Adobe Acrobat Pro.

Educational Background:
While a Bachelor’s degree is preferred, it is not a strict requirement for this position. The emphasis is on relevant work experience and demonstrated skills rather than formal educational credentials alone.

Experience:
Candidates should have a minimum of one year of experience in a fast-paced office setting. This experience can include internships, and candidates with prior administrative assistant roles or experience in non-profit organizations will be given preference. The role requires the ability to handle multiple tasks efficiently and effectively in a dynamic work environment.

Languages:
The job does not specify mandatory languages, but proficiency in English is essential due to the nature of the work and communication with diverse stakeholders. 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 ranges from $21 to $26 per hour, depending on various factors such as labor market conditions, job type, internal equity, and the candidate's experience and skills. The IRC offers a comprehensive benefits package, including paid sick leave, holidays, generous paid time off, medical and dental insurance, flexible spending accounts, a 403(b) retirement savings plan with employer match, and an Employee Assistance Program (EAP). The IRC is an Equal Opportunity Employer, considering all applicants based on merit without discrimination.