Administrative Assistant

Summary: The International Rescue Committee (IRC) is a leading humanitarian organization that responds to the world's worst crises. They are seeking an Administrative Assistant to support the Vice President and manage various administrative tasks, ensuring smooth operations within the External Relations department. Responsibilities: - 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 Required Qualifications: - Bachelor's degree preferred but not required - At least one year in a fast-paced office setting (internship experience counts too!) - 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 experience - Have a can-do attitude with a flexible disposition to handle fast-paced, shifting priorities - Excellent interpersonal and communication skills, interacting with a variety of internal and external contacts with confidence and poise - Strong listening skills and the ability to accurately follow guidance - Outstanding attention to detail and dedication to timelines - Ability and interest to work both independently and in a multifaceted, cross-functional team structure - Ability to handle change in a proactive and positive manner - Dedication to respect and maintain confidentiality of donor and employee information Preferred Qualifications: - 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 Required Skills: Outlook email and calendar, Microsoft Office, Database management, Adobe Acrobat Pro, Expense reporting, Vendor onboarding, Budget coding, Travel coordination Benefits: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, Medical insurance starting at $163 per month, Dental starting at $6.50 per month, Vision starting at $5 per month, FSA for healthcare and commuter costs, A 403b retirement savings plans with immediately vested matching, Disability & life insurance, Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles