Administrative Assistant, USA Philanthropy

The External Relations (ER) department has been created in February 2020 and is comprised of three main but complementary functional areas: Private fundraising, Communications and Advocacy. The ER department is at the beginning stages of crafting a new ground-breaking and ambitious strategy that will improve IRC’s ability to ‘punch above its weight’ in private income, advocacy and brand awareness. The main objective of the department is to enable this organization of more than 12,000 staff to have the resources needed to continue serving 18 million people worldwide in places affected by war and disaster, shape the humanitarian sector by influencing key policies and reforms and build and grow IRC’s reputation.

The USA Philanthropy unit, part of the ER department, leads on the organization’s work with USA-based High-Net-Worth Individuals. The Administrative Assistant reports to the Vice President (VP), works closely and is responsible for the administrative and logistical support of the VP and of the team. The Administrative Assistant position offers the chance to work with a dynamic group of humanitarian, fundraising and communications professionals in a fast-paced, stimulating and challenging environment.

Major Responsibilities:

• Provide support to the VP, including but not limited to: handling the VP’s complex calendar and meeting requests (including those with high-level donors, board members, IRC leadership, and other internal and external meetings); gathering information and preparing meeting agendas; managing project timelines; coordinating travel arrangements for the VP; supporting consistent flow of information from VP to team members and vice versa; drafting and collecting team updates for cross-departmental distribution; coordinating IT and Office Services support; handling logistics for internal and external meetings (reserving conference rooms and setting up IT as needed); creating travel itineraries and making travel arrangements; providing operational support to the VP while abroad; processing expenses.

• Provide centralized support and handle HR responsibilities for the team including updating email distribution lists, Box access and Microsoft Teams membership; tracking vacation / sick time; managing HR forms; setting up new employees; ordering equipment and supplies; engaging individual consultants; being an Integra (IRC’s Enterprise Resource planning) SuperUser and manage purchase requests.

• Collaborate with the VP on various projects and attend relevant meetings; follow up on pertinent action items.

• Track and distribute of relevant communications, internal IRC information, and email correspondence to colleagues and other partners.

• Maintain accurate contact information and manage other team-wide materials, systems, and projects.

• Take on special daily or long-term projects as assigned.