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.
Background
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.
External Relations
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 Strategy100 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 Purpose of the Role
The Admin Assistant is a critical member of the team and we are seeking dynamic Administrative Assistant to support the administrative and logistical needs of the VP of Policy & Advocacy and the VP of Marketing & Mobilization. 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 to the VP of Policy & Advocacy and the VP of Marketing & Mobilization - (50%)
Support the daily workflow of the VP of Policy & Advocacy and the VP of Marketing & Mobilization 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.
Team administrative support and coordination (50%)
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…