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About the Role

The Administrative Assistant is a critical member of the team, providing administrative and logistical support to the VP of Philanthropy, and account management support to fundraising leadership and staff. This role suits someone adept at prioritizing, multi-tasking, and working autonomously, with the ability to solve problems, be efficient, diplomatic, and possess strong interpersonal skills.

Responsibilities

Support the daily workflow of the VP of Philanthropy, including handling appointments and complex calendar management.
Coordinate travel, including travel briefs, flights, accommodation, and ground transportation.
Collate and submit expense reports, purchase orders, contract payments, and other finance transactions for approval.
Support the rollout of systems and processes related to expensing.
Provide finance operations support, including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring, and basic budget coding guidance.
Partner with assigned frontline fundraisers to keep donor and prospect portfolios organized and up-to-date, tracking next steps, deadlines, and follow-ups.
Enter and maintain accurate donor, prospect, and portfolio data in Salesforce, including portfolio assignments, contact and activity records, contact reports, and giving proposals.
Run routine reports and flag data quality issues in Salesforce.
Draft and prepare correspondence and donor-facing materials for fundraiser review, such as letters, acknowledgments, and contact reports.
Prepare materials, agendas, and briefings for external donor and prospect meetings and for internal strategy meetings.
Track stewardship and reporting requirements and timeframes for assigned donors.
Coordinate with program and field staff to gather information and keep drafting and approval of proposals, reports, and budgets on schedule.
Support gift and payment processing, ensuring documentation is complete and compliant with IRC and donor policies.
Submit prospect research requests and coordinate with relevant colleagues to support the donor cycle.
Schedule department/team meetings, including reserving conference rooms and setting up IT.
Manage onboarding materials for new staff, including coordination with IT and office services, Integra training, paperwork, and maintaining documents.
Maintain and update key team-wide materials, such as org charts and internal intranet pages.
Coordinate staff offboarding logistics, including equipment return and updates to access and distribution lists.

Requirements

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

Skills

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.
Accurate, detail-oriented data entry and records management.
Strong writing skills, with the ability to draft clear, polished correspondence and materials for review.
Ability to track multiple deadlines and commitments across a portfolio and follow through without reminders.
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.

Location

NYC office
Remote

Work Type

Hybrid

Experience Level

At least one year

Education Level

Bachelor’s degree preferred but not required.

Salary/Compensations

$21-26/hour

Benefits

10 paid sick leave
10 U.S. holidays
20-25 generous paid time off based on role and tenure
Medical insurance starting at $163/month
Dental starting at $6.50/month
Vision starting at $5/month
Flexible spending accounts (healthcare, dependent care, and commuter)
403(b) retirement savings plan with employer match (immediate vesting)
Non-elective employer contribution to 403(b) based on age and years of service (3-year vesting)
Disability and life insurance
Employee Assistance Program (EAP) offering confidential counseling and support services

About the Company

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.
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.

Equal Opportunity

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.