Administrative Assistant, Philanthropy

International Rescue Committee•New York, NY

2d•$21 - $26•Hybrid

About The Position

The Administrative Assistant provides administrative and logistical support to the VP of Philanthropy and account management support to fundraising leadership and staff. The role requires effective prioritization, multitasking, independent judgment, problem-solving, efficiency, diplomacy, and strong interpersonal skills when working with senior staff and colleagues. The position supports the VP’s daily workflow through complex calendar management, travel coordination, expense and finance transactions, and finance operations. It also supports frontline fundraisers by maintaining donor and prospect portfolios and Salesforce records, preparing correspondence and meeting materials, tracking stewardship and reporting deadlines, coordinating with program and field staff, supporting gift processing, and arranging prospect research. Departmental responsibilities include coordinating meetings, managing onboarding and offboarding logistics, and maintaining team materials and internal resources. The role is hybrid and requires the ability to work during regularly scheduled hours from an effective home or alternate workspace, with the ability to work on-site in the NYC office or remotely. Compensation is $21–$26 per hour.

Requirements

At least one year of experience in a fast-paced office setting; internship experience counts.
Experience in a sophisticated, fast-paced organization serving multiple partners.
Experience with Outlook email and calendars and familiarity with complex scheduling.
Solid Microsoft Office, database management, and Adobe Acrobat Pro experience.
Accurate, detail-oriented data entry and records management, with the ability to keep records clean and current.
Strong writing skills and 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.
Flexible, can-do approach to fast-paced and shifting priorities.
Excellent interpersonal and communication skills when interacting confidently and professionally with 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 during regularly scheduled hours from an effective home or alternate workspace.

Nice To Haves

Bachelor’s degree preferred but not required.
Experience working in a nonprofit development department.
Experience with a CRM database such as Salesforce, including data entry and reporting.
Experience drafting donor or client correspondence, or supporting a fundraising or sales team.
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 VP of Philanthropy’s daily workflow, including appointments and complex calendar management.
Coordinate travel as needed, 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 expensing systems and processes.
Provide finance operations support, including vendor onboarding, invoice/PO/payment follow-up, monitoring workflow approvals in Integra, and providing basic budget coding guidance as needed.
Partner with an assigned frontline fundraiser to organize and maintain donor and prospect portfolios, tracking next steps, deadlines, and follow-ups for cultivation, solicitation, and stewardship plans.
Enter and maintain accurate donor, prospect, and portfolio data in Salesforce, including assignments, contact and activity records, contact reports, and giving proposals; run routine reports and flag data quality issues.
Draft and prepare correspondence and donor-facing materials, such as letters, acknowledgments, and contact reports, for fundraiser review.
Prepare materials, agendas, and briefings for external donor and prospect meetings and internal strategy meetings.
Track stewardship and reporting requirements and timelines for assigned donors; coordinate with program and field staff to keep proposals, reports, and budgets on schedule for drafting and approval.
Support gift and payment processing, ensuring payment documentation is complete and compliant with IRC and donor policies and procedures.
Submit prospect research requests and coordinate with Prospect Research, Analytics, and Operations colleagues to support the donor cycle.
Schedule department and team meetings, including reserving conference rooms and arranging IT setup.
Manage onboarding materials and logistics for new staff, including coordination with IT and office services, Integra training, administrative paperwork, documentation, email distribution lists, the internal newsletter, and IRC policies and processes.
Maintain and update team-wide materials, including organizational charts, onboarding materials, and internal intranet or team pages.
Coordinate staff offboarding, including equipment returns and timely updates to access, distribution lists, Teams, and reference materials.

Benefits

10 paid sick leave days
10 U.S. holidays
20–25 paid time off days based on role and tenure
Medical insurance
Dental insurance
Vision insurance
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