Administrative Assistant

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities.

A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The External Relations (ER) department is comprised of four complementary functions:
Private fundraising, Mobilization & Marketing, Policy & Advocacy and Operations & Analytics. To enable IRC to deliver our Strategy
100 commitments, the ER department has established a bold new approach that will enhance our ability to raise diverse and flexible funding aligned with IRC’s top priorities, while raising our profile and influence. The ER team is an international team, with colleagues in more than 10 offices global.

The Admin Assistant is a critical member of the team and we are seeking dynamic Administrative Assistant to support Administrative and logistical needs. The role varies in what it covers and will suit somebody good at prioritizing effectively, multi-tasking and working autonomously. The right candidate can make judgements on what is important, will have the ability to solve problems, be efficient, diplomatic and have the inter-personal skills to deal with senior staff, colleagues and networks internationally.

• Support the daily workflow of the Vice President including handling appointments and complex calendar management
• Coordinate international travel as needed, including travel briefs, flights, accommodation, visa application and ground transportation

• Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval. Support department-wide rollout of systems and processes related to expensing
• Provide finance operations support including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed.

• Schedule department/team meetings included reserving conference rooms and setting up IT for meetings
• Manage onboarding materials for new staff (includes onboarding experience, coordination with IT and office services, integra training admin paperwork, maintaining docs, email distribution lists, internal newsletter, and IRC policy and process)
• Maintain and update key team-wide materials (e.g., org charts, onboarding materials, and internal intranet/team pages) to ensure accuracy with staffing and structural changes.
• Develop collaborative relationships with the teams
• Coordinate staff offboarding logistics including equipment return and timely updates to access, distribution lists, Teams, and reference materials.

Position

Reports to:

VPs, External Relations

Indirect reporting:
Other internal and/or external contacts:
Works closely with other colleagues and departments across the organization.

• Bachelor’s degree preferred but not required.

• At least one year in a fast-paced office setting (internship experience counts too!)

• Experience working in a non-profit development department
• Prior experience working as an administrative assistant
• Interest in a fundraising career
• Experience working with high net-worth individuals and/or senior partners a plus

• Work successfully in a sophisticated, fast-paced organization serving multiple partners
• Experience with Outlook email and calendar and familiarity with complex scheduling
• Solid Microsoft Office, database management, and Adobe Acrobat Pro…