Administrative Assistant, Policy & Advocacy and Marketing & Mobilization

International Rescue Committee•New York, NY

3d•$21 - $26•Hybrid

About The Position

The Administrative Assistant supports the administrative and logistical needs of the VP of Policy & Advocacy and the VP of Marketing & Mobilization. This varied role calls for effective prioritization, multitasking, and autonomous work, along with sound judgment, problem-solving ability, efficiency, diplomacy, and strong interpersonal skills for working with senior staff, colleagues, and international networks. The role is divided equally between executive support and team administration. Executive support includes managing complex calendars and appointments, coordinating international travel, preparing expense reports and other finance transactions, and assisting with finance operations. Team support includes coordinating meetings, onboarding and offboarding, maintaining team materials, and building collaborative relationships across the organization. The position is hybrid and requires the ability to work onsite in the NYC office or remotely from a suitable workspace during regularly scheduled hours. Compensation is $21–$26 per hour, with offers calibrated based on work location, experience, and skills. IRC workers are expected to follow IRC Way standards of Integrity, Service, Equality, and Accountability and the organization’s related professional policies.

Requirements

At least one year of experience in a fast-paced office setting; internship experience counts.
Ability to work successfully in a sophisticated, fast-paced organization serving multiple partners.
Experience with Outlook email and calendar, including familiarity with complex scheduling.
Solid Microsoft Office, database management, and Adobe Acrobat Pro experience.
Can-do attitude and flexible disposition to handle fast-paced, shifting priorities.
Excellent interpersonal and communication skills, with confidence and poise when interacting with varied internal and external contacts.
Strong listening skills and ability to accurately follow guidance.
Outstanding attention to detail and dedication to timelines.
Ability and interest to work independently and in a multifaceted, cross-functional team structure.
Ability to handle change proactively and positively.
Dedication to respecting and maintaining the confidentiality of donor and employee information.

Nice To Haves

Bachelor’s degree preferred but not required.
Experience working in a nonprofit 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.

Responsibilities

Support the daily workflow of the VP of Policy & Advocacy and the VP of Marketing & Mobilization, including appointments and complex calendar management.
Coordinate international travel as needed, 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 expense systems and processes.
Provide finance operations support, including vendor onboarding, invoice, purchase order, and payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed.
Schedule department and team meetings, reserve conference rooms, and arrange IT setup for meetings.
Manage onboarding materials and logistics for new staff, including coordination with IT and office services, Integra training paperwork, document maintenance, email distribution lists, internal newsletters, and IRC policies and processes.
Maintain and update team materials such as organizational charts, onboarding materials, and internal intranet and team pages to reflect staffing and structural changes.
Develop collaborative relationships with teams.
Coordinate staff offboarding, including equipment return and timely updates to access, distribution lists, Teams, and reference materials.

Benefits

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