Administrative Assistant, Policy & Advocacy and Marketing & Mobilization

International Rescue Committee•New York, NY

2d•Hybrid

About The Position

The Administrative Assistant supports the administrative and logistical needs of the Vice Presidents of Policy & Advocacy and Marketing & Mobilization. The role calls for effective prioritization, multitasking, independent work, sound judgment, problem-solving, efficiency, diplomacy, and strong interpersonal skills when working with senior staff, colleagues, and international networks. The position provides executive support, including complex calendar management, international travel coordination, expense and finance processing, and support for department-wide expense systems and processes. It also provides team administration and coordination, including meeting logistics, staff onboarding and offboarding, and maintaining accurate team materials and internal resources. The role is hybrid and requires the ability to work on-site in the IRC’s New York City office or remotely from a suitable home or alternate workspace during regularly scheduled hours. Compensation is $21–$26 per hour; offers are calibrated based on work location, experience, skills, and job requirements.

Requirements

At least one year of experience in a fast-paced office setting; internship experience counts.
Experience working 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 when interacting confidently and poised with a variety of 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.
Ability to work on-site in the NYC office or remotely from a suitable home or alternate workspace during regularly scheduled hours.

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 systems and processes related to expensing.
Provide finance operations support, including vendor onboarding, invoice/PO/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 coordination for new staff, including IT and office services, Integra training administration paperwork, documentation, email distribution lists, internal newsletters, and IRC policies and processes.
Maintain and update team-wide materials, such as org charts, onboarding materials, and internal intranet/team pages, to reflect 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.

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/month.
Dental insurance starting at $6.50/month.
Vision insurance starting at $5/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.