Back 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 50 countries and more than 25 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.

Job Overview:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. 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. At work today in over 40 countries and in 27 US cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Position Overview: The Administrative Assistant position will have dual reporting to the Senior Director, Business Operations, Grants, Operations & Analytics Team (GOAT) and the Senior Director, Monitoring, Evaluation, Accountability and Learning (MEAL). The Administrative Assistant will effectively support the day-to-day management of administrative tasks and operations in both teams (roughly a 50/50 split). This includes providing scheduling support, communications and other administrative tasks. The Administrative Assistant will ensure that all necessary IRC systems, policies and procedures are understood and used by unit team members.

Major Responsibilities:
Support to MEAL and GOAT Management teams:
• Manage the Senior Directors’ calendars. Schedule meetings, prepare for logistical requirements of those meetings (booking rooms, technology set up).
• Support with team communication and serve as focal point for information inquiries. Distribute org and team wide information as required.
• Support with travel logistics for the Senior Directors when required, including flights, accommodation and visas.

Support to MEAL and GOAT Unit colleagues
• Organize, schedule, and support meetings for the departments.
• Support with capturing the meeting follow up notes when/if relevant, present slide decks, and disseminate resources.
• Ensure department meetings run smoothly and effectively by managing invitations and conference call details.
• Track vacation and update shared calendars.

Support Information/Document Management and Internal Communications
• Support pillar document formatting (color coding) and meeting preparation.
• Organize Box folders and support collaboration and archival organization across the departments.
• Manage department subscriptions, such as Zoom and Survey Monkey, CommCare, etc
• Support with maintaining the team Rescue.net pages
• Update organizational charts quarterly, alongside departmental team
• Oversee quarterly Distribution List updates and ensure accuracy of mailing lists
• Support onboarding for new global (CRRD) hires that include scheduling time with pillar leaders

Department events and other support
• Support with design, printing, and procurement of meeting/workshop materials (e.g., agendas, shirts, nametags, etc.)
• Support with planning and facilitating special occasions (eg. Virtual/in person birthday celebrations, baby showers, welcome or farewell parties, etc.)
• Other duties as requested

Job Requirements:
• 1-2 years of administrative experience.
• Must have strong computer skills, including fluency in online research and Microsoft Office • Suite, particularly Outlook and Word. Experience with Box, Teams and Excel is an advantage.
• Must be very organized and detail oriented, with strong communication skills and the ability to juggle multiple tasks.
• Fluency in English required; proficiency in French, Spanish and Arabic is desired/a plus.
• Interest and curiosity in continuous learning and development

Working Environment:

• Standard office working environment

• This role can work hybrid-remote but will be required to be in the NYC Headquarters office one day a week or as requested. The candidate must be NYC-area based.

Compensation:

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

US Benefits:

The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.

Standard of Professional Conduct: The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.