Administrative Assistant, Philanthropy

International Rescue Committee•New York, NY

1d•Hybrid

About The Position

The Administrative Assistant is a critical member of the Philanthropy team, providing administrative and logistical support to the VP of Philanthropy and account management support to fundraising leadership and staff. The role suits someone who can prioritize, multitask, work autonomously, exercise sound judgment, solve problems efficiently, and interact diplomatically with senior staff and colleagues. The position supports the VP’s daily workflow, including complex calendar management, travel coordination, expense and finance transactions, and finance operations. It also partners with an assigned frontline fundraiser to maintain donor and prospect portfolios, records, correspondence, meeting materials, stewardship schedules, payment documentation, and research requests. Department-wide responsibilities include coordinating meetings and staff onboarding and offboarding, and maintaining current team materials. The role is hybrid, with the ability to work on-site in the NYC office or remotely. Applicants must have a home or alternate workspace where they can work effectively during regularly scheduled hours.

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.
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.
A flexible, can-do approach to fast-paced and shifting priorities.
Excellent interpersonal and communication skills when interacting confidently and poisedly with varied internal and external contacts.
Strong listening skills and the 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.
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 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.
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 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.
Draft and prepare correspondence and donor-facing materials for fundraiser review, including letters, acknowledgments, and contact reports.
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 gather information and keep proposals, reports, and budgets on schedule.
Support gift and payment processing and ensure 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 meeting IT.
Manage onboarding materials and logistics for new staff, including coordination with IT and office services, Integra training, administrative paperwork, documentation, email distribution lists, internal newsletters, and IRC policies and processes.
Maintain and update team-wide materials, such as organizational charts, onboarding materials, and internal intranet or team pages.
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 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.