Administrative Assistant, USA Philanthropy & Board Engagement

Job Description

The International Rescue Committee’s (IRC) External Relations (ER) department enables the IRC to respond to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Within ER, the USA Philanthropy team leads on the organization’s work with USA-based High-Net-Worth Individuals and the Board Engagement team is directly responsible for all Board practices, engagement, and strategy for the Board of Directors and Advisors (B&A) for IRC, Inc. These teams are seeking a dynamic Administrative Assistant to support administrative and logistical needs for the Vice President (VP), Senior Director for Principal Giving, and the Board & Advisors Team!

Major Responsibilities

• Support the VP and Senior Director, Principal Giving, including but not limited to: handling the VP’s and Senior Director’s complex calendars and meeting requests (including those with high-level donors, board members, IRC leadership, and other internal and external meetings); supporting consistent flow of information from VP to team members, from the Senior Director to Principal Giving team, and vice versa; drafting and collecting team updates for cross-departmental distribution, monthly team meetings, and setting agendas; creating travel itineraries and making travel arrangements; providing operational support to the VP and Senior Director while traveling domestically and internationally; and processing expenses.
• Provide centralized support for both the USA Philanthropy and Board Engagement teams including maintaining accurate contact information, team-wide materials, systems, and projects; updating email distribution lists, Box access, and Microsoft Teams membership; tracking vacation / sick time; setting up new employees; ordering office equipment and supplies; coordinating IT and other office services support; handling logistics for internal and external meetings (reserving conference rooms and setting up IT as needed); engaging individual consultants; being an Integra (IRC’s Enterprise Resource planning) SuperUser and handling purchase requests.
• Work with both external and internal leadership assistants to schedule briefings, committee meetings, and board meetings.
• Support data management on key databases:
  • Maintain salesforce records for B&A members, including updating individual activities, logging event and meeting attendance using excel reports for mass data uploads, and updating other contact and account data.
  • Support management of IRC’s Board Effect portal including creating meetings and events, uploading meeting materials and other documents
  • Manage timely updating of key Board-related documents and files on Box on team RescueNet page
• Attend and take minutes during committee meetings (four committees that each meet three to four times a year). Prepare minutes for external sharing, as well as condense meeting minutes into two-page reports for the Board of Directors’ review.
• Support committee and Board meeting preparation by tracking documents, formatting pre-reads and presentation materials, uploading to Board portal.
• Take on special daily or long-term projects as assigned.

Key Working Relationships:

Position Reports to: Associate Director, Global Board Engagement

Position directly supervises: N/A

Indirect reporting: Senior Director, Principal Giving

Other internal and/or external contacts: Works closely with other departments across the organization, including the Vice President, USA Philanthropy and Board Engagement and the Global Board Communications Specialist

Candidate Requirements:

Education:

• Bachelor’s degree preferred but not required.

Work Experience:

• At least one year in a fast-paced office setting (internship experience counts too!)

Preferred:

• 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

Demonstrated Skills and Proficiencies:

Minimum

• 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:

• Experience with Salesforce, Raiser’s Edge, or other donor database management system

Working Environment: This role is hybrid and requires the ability to work on-site in the NYC office (vaccination required). Applicants must have a home or alternate workspace they can effectively complete their work from during regularly scheduled hours.

COVID-19 Vaccination Requirement: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires new hires to furnish proof of vaccination against COVID-19 in order to be considered for any in-office or hybrid positions. All IRC US offices require full vaccination to attend any in-office functions (e.g., meetings, trainings).

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 $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, 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.