Administrative Assistant

Job Posting Organization:
Relief International (RI) is an international non-profit organization dedicated to partnering with communities affected by conflict, climate change, and disasters. Established to save lives, build resilience, and promote long-term health and well-being, RI operates in 15 countries across Africa, Asia, and the Middle East. The organization employs around 5,000 staff, with 97% being local nationals and about 90 international staff. RI is an alliance of three organizations: Relief International, Inc., Relief International-France, and Relief International-UK, all working under a unified mission and leadership team. The organization receives funding from various institutional donors, including the US, UK, Europe, and the UN, to deliver life-saving programs and support sustainable change in vulnerable communities.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the strategic objectives of Relief International by providing high-level administrative support to the CEO and other members of the Global Senior Leadership Team. This position requires interaction with various leaders within the organization, including the CEO and regional leaders. The Administrative Assistant will manage schedules, organize travel and meetings, process expenses, and draft communications. Additionally, the role involves handling administrative tasks specific to the Washington DC area, such as managing bank deposits and processing registration documents. The ideal candidate will be service-minded, resourceful, organized, and possess excellent communication skills, both written and verbal, while being able to work independently and as part of a team.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks, including but not limited to: managing daily office administration in the DC office, processing mail, managing phone communications, and organizing files and supplies. The role includes processing checks for bank deposits, managing notarization for legal documents, and overseeing procurement processes related to the DC office. The Administrative Assistant will also organize in-person and virtual meetings, ensuring all scheduling, coordination, and logistics are handled effectively. Attendance at meetings to record minutes and manage videoconferencing technology is also required. For the CEO, the Administrative Assistant will manage the CEO's calendar in MS Outlook, arrange travel, coordinate signature and approval processes, and prepare monthly documentation for timesheets and expense reimbursements.

Required Qualifications:
Candidates must have experience supporting senior leaders and providing administrative support, which includes scheduling, meeting coordination, file management, drafting communications, and managing travel and expenses. It is essential for candidates to reside in the Washington DC area to fulfill the bank and administrative duties required for the position. Desirable qualities include being a proactive self-starter with a customer service mindset, willingness to learn new tools and skills, excellent writing abilities for various forms of communication, and a friendly demeanor that fosters a supportive team culture. Candidates should also be detail-oriented, flexible, and creative in problem-solving, with an interest in international humanitarian and development assistance.

Educational Background:
While the job posting does not specify exact educational requirements, candidates are generally expected to have a background that supports their administrative capabilities, likely including a degree or relevant coursework in business administration, communications, or a related field.

Experience:
The position requires candidates to have prior experience in administrative roles, particularly in supporting senior leadership. This experience should encompass a range of administrative functions, demonstrating the ability to manage multiple tasks effectively and efficiently in a fast-paced environment.

Languages:
The job posting does not specify mandatory languages, but proficiency in English is likely essential given the nature of the role and the organization's operations. Additional language skills may be beneficial, especially in regions where RI operates.

Additional Notes:
This is a part-time position with no direct reports or budget responsibilities. The role is based in Washington, DC, and requires the candidate to be present in the area for administrative tasks. The application process involves submitting a CV and a cover letter, with the closing date for applications being immediate, as candidates will be reviewed on a rolling basis. Relief International emphasizes a zero-tolerance policy for harassment and abuse, and all staff must adhere to the organization's Code of Conduct. Pre-employment checks, including criminal records self-declaration and references, are part of the recruitment process. Additionally, RI follows government COVID-19 guidelines, which may include a vaccination policy.