Administrative Assistant – CRRD

BACKGROUND

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships, and thorough accountability to those we serve.

The Department (CRRD)

The CRRD (Crisis Response, Recovery, and Development) Department houses all the IRC’s Country Programs that implement our work, as well as the cross-cutting and sector-specific Technical Units (TUs) which are the teams of experts that support IRC’s shift to more outcomes-driven and evidence-based programs. TUs collaborate closely with Country Program staff on the frontlines of program delivery and provide technical support to staff to help ensure our programs are high-quality and deliver results for the people we serve.

Job Overview/Summary:

The Administrative Assistant’s primary responsibility is to provide high-quality, core administrative support to the CRRD Senior Vice President (SVP) and in coordination with other colleagues, to ensure smooth operation of the department, effective planning, and clear communication, including through support to inter-departmental leadership-level meetings and events.

The position is responsible for a range of administrative and logistical support services for the SVP, including calendar management, timely provision and management of briefings and other key documents, coordination of travel arrangements, and support to high-level meetings and planning of other relevant engagements. In addition, the Administrative Assistant will collaborate and coordinate with administrative counterparts in CRRD and across departments to keep departmental information up-to-date and support the managements of the HQ office space and virtual resource library on Box.

This role requires strong organization, communication, and interpersonal skills.

Major Responsibilities:

25% CRRD SVP Support (and other SMT-HQ leaders, as appropriate)

• Coordinate the daily workflow of the SVP, including managing the SVP calendar, arranging meeting materials, and coordinating with counterparts across functions to effectively schedule internal and external meetings.
• Coordinate travel preparation, including agenda, itinerary, brand resources, calendar management, and briefing materials, etc.
• Arrange travel and visas, including any medical service authorization letters required, and process travel expense reports
• Provide support to the SVP on other relevant administrative and coordination tasks as needed
• Receive & greet visitors as needed and ensure daily visitors are entered in the security system (Central HQ only)

20% Senior Management Team (SMT) Support

• Schedule and manage or support cross-CRRD senior meetings including SMT, Leadership Group, and Quarterly Delivery Letter Review meetings, as well as inter-departmental meetings.

• Manage the central meeting planning schedule, ensuring dates are accurate, agendas are in place and pre-reads and other briefing materials are gathered and disseminated in advance.

• Routinely track vacation for SMT members and update the shared SMTcalendar

• Coordinate and support administrative counterparts in other CRRD pillars to ensure coherent and effective cross-departmental support, including on travel logistics and meeting coordination.

• Support central SMT members on meeting schedules and travel expense reconciliation as needed.

• Ensure CRRD SMT meetings run smoothly and effectively by managing invitation, conference call details, room scheduling and a/v support.

20% Information Management

• Prepare documents and other types of meeting materials, capture & disseminate meeting minutes, and ensure effective organization of minutes and other key documents for review and dissemination as appropriate, for CRRD senior-level and Leadership Group meetings, as well as other large departmental meetings as requested
• Provide technical, logistical, and presentation support for in-person and online meetings, including development of participants lists/groups, execution of breakout sessions, real-time surveys, organizing & disseminating resources, etc., for CRRD senior-level and inter-departmental leadership meetings
• Work in collaboration within and outside CRRD to maintain and organize Box folders and support collaboration and archival organization
• Support onboarding for new CRRD HQ hires, including supporting the onboarding and training for CRRD admin counterparts assisting with HR paperwork
• Manage departmental Zoom and Survey Monkey accounts

20% Meeting and Events Coordination

• Organize, schedule, and support online and in-person large meetings, workshops, and conferences/events involving the CRRD SVP and SMT, including managing tech needs for online meetings as well as catering, planning, and other needs for in-person events
• Lead the coordination of ad hoc CRRD pillar & team engagements/events and other initiatives, collaborating with other CRRD administrative and communications colleagues as needed
• Support the organization of collaborative in-person and online events with other departments at Central HQ and around the organization as requested
• Manage the design, printing, and procurement of meeting/workshop materials (e.g., agenda, shirts, nametags, etc.) as needed
• Plan and facilitate special occasions and events (e.g., birthdays, baby showers, farewell parties) as requested

15% CRRD Departmental Administration

• Track translation invoices and central P-card invoices and create related documents in financial system as needed (for SVP/Central HQ onl
• Coordinate CRRD Central HQ office supplies, including printing replacement needs, with IT and Global Real Estate & Workplace Solutions (GREWS) as needed
• Support office organization and maintenance responsibilities as needed
• Support maintenance of the Memorial Wall in Central HQ with GREWS
• Review Central HQ incoming mail and organize correspondence needing direct attention.
• Other departmental administration and operation support as needed.

Position Reports to: Senior Director, Policy & Planning

Job Requirements:

• Bachelor’s degree or equivalent with at least 1 years of professional experience in an administrative role. (2+ years preferred)
• Excellent organizational and time management skills and demonstrated ability for attention to detail and managing multiple simultaneous responsibilities
• Service-oriented and flexible, with a commitment to help and support in a fast-paced, fast-changing environment
• Excellent interpersonal and communication skills, including the ability to successfully liaise with people within and across departments in a multi-cultural environment
• Strong oral and written communication skills
• Strong computer acumen, including proficiency in Microsoft Word, Excel, Power Point and Outlook
• Ability to work independently, resourcefully and to own initiative, with flexibility to changing priorities and an eagerness to learn
• French, Arabic, Spanish or other relevant language skills an advantage
• Optimism and good humor warmly welcomed

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.

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.

Commitment to Diversity and Inclusivity:

IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits:

We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an 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.