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About the Role

The Admin Assistant is a critical member of the team, supporting the administrative and logistical needs of the VP of Policy & Advocacy and the VP of Marketing & Mobilization. This role suits individuals who excel at prioritizing, multi-tasking, and working autonomously in a dynamic environment.

Responsibilities

Support the daily workflow of the VP of Policy & Advocacy and the VP of Marketing & Mobilization, including handling appointments and complex calendar management.
Coordinate international travel, including travel briefs, flights, accommodation, visa applications, 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, and basic budget coding guidance.
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, document maintenance, email distribution lists, internal newsletters, and IRC policies.
Maintain and update key team-wide materials, such as org charts and internal intranet pages, ensuring accuracy with staffing and structural changes.
Develop collaborative relationships with teams.
Coordinate staff offboarding logistics, including equipment return and timely updates to access, distribution lists, Teams, and reference materials.

Requirements

At least one year of experience in a fast-paced office setting (internship experience counts).
Experience working in a non-profit development department is preferred.
Prior experience working as an administrative assistant is preferred.
Interest in a fundraising career is preferred.
Experience working with high net-worth individuals and/or senior partners is a plus.
Ability to 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.
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.
Adherence to the core values and principles outlined in IRC Way - Standards for Professional Conduct (Integrity, Service, Equality and Accountability).

Skills

Outlook email and calendar management
Complex scheduling
Microsoft Office Suite
Database management
Adobe Acrobat Pro
Interpersonal skills
Communication skills
Listening skills
Attention to detail
Problem-solving
Multi-tasking
Prioritization
Autonomy
Efficiency
Diplomacy

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 days
10 U.S. holidays
20-25 generous paid time off days based on role and tenure
Medical insurance starting at $163/month
Dental insurance starting at $6.50/month
Vision insurance 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 retirement plan (3-year vesting)
Disability insurance
Life insurance
Employee Assistance Program (EAP)

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.
The IRC is committed to a culture of bold leadership, innovation, creative partnerships, and accountability to those served.
The External Relations (ER) department aims to enhance the IRC's ability to raise diverse and flexible funding, aligned with IRC’s top priorities, while raising its profile and influence.

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.