Administrative Assistant, Philanthropy

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.

Over the past 90 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

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 globally.

The Administrative Assistant is a critical member of the team. We are seeking a professional to provide administrative and logistical support to the VP of Philanthropy, and account management support to fundraising leadership and staff. 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 and colleagues.

• Support the daily workflow of the VP of Philanthropy including handling appointments and complex calendar management
• Coordinate travel as needed, potentially including travel briefs, flights, accommodation, and ground transportation
• Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval.
• Support 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

• Partner with assigned frontline fundraiser to keep donor and prospect portfolios organized and up to date, tracking next steps, deadlines, and follow-ups that support cultivation, solicitation, and stewardship plans
• Enter and maintain accurate donor, prospect, and portfolio data in Salesforce, including portfolio assignments, contact and activity records, contact reports, and giving proposals; run routine reports and flag data quality issues
• Draft and prepare correspondence and donor-facing materials for fundraiser review, such as letters, acknowledgments, and contact reports
• Prepare materials, agendas, and briefings for external donor and prospect meetings and for internal strategy meetings
• Track stewardship and reporting requirements and time frames for assigned donors; coordinate with program and field staff to gather information and keep drafting and approval of proposals, reports, and budgets on schedule
• Support gift and payment processing, ensuring payment documentation is complete and compliant with IRC and donor policies and procedures
• Submit prospect research requests and coordinate with Prospect Research, Analytics, and Operations colleagues to support the donor cycle