Administrative Assistant, Policy & Advocacy and Marketing & Mobilization

About the Organization

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 helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions.

About the Role

The External Relations (ER) department comprises Private Fundraising, Mobilization & Marketing, Policy & Advocacy, and Operations & Analytics. The ER team is an international team with colleagues in more than 10 offices globally. The Administrative 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. The role varies in what it covers and suits someone good at prioritizing effectively, multi-tasking, and working autonomously. The right candidate can make judgements on what is important, solve problems, be efficient, diplomatic, and have the interpersonal skills to deal with senior staff, colleagues, and networks internationally.

Responsibilities

• Support the daily workflow of the VP of Policy & Advocacy and the VP of Marketing & Mobilization, including handling appointments and complex calendar management (50%)
• 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/team meetings, including reserving conference rooms and setting up IT for meetings (50%)
• Manage onboarding materials for new staff (onboarding experience, coordination with IT and office services, Integra training admin paperwork, maintaining docs, email distribution lists, internal newsletter, and IRC policy and process)
• Maintain and update key team-wide materials (e.g., org charts, onboarding materials, internal intranet/team pages) to ensure accuracy with staffing and structural changes
• Develop collaborative relationships with the teams
• Coordinate staff offboarding logistics including equipment return and timely updates to access, distribution lists, Teams, and reference materials

Requirements

• Bachelor's degree preferred but not required
• At least one year in a fast-paced office setting (internship experience counts)
• Preferred: experience working in a non-profit development department
• Preferred: prior experience working as an administrative assistant
• Preferred: interest in a fundraising career
• Preferred: experience working with high net-worth individuals and/or senior partners

Skills and Proficiencies

• 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
• 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

Working Environment

This role is hybrid and requires the ability to work on-site in the NYC office or remotely. Applicants must have a home or alternate workspace they can effectively complete their work from during regularly scheduled hours.

Compensation

$21–26 per hour. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Benefits

• 10 paid sick leave days
• 10 U.S. holidays
• 20–25 days 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 (healthcare, dependent care, and commuter)
• 403(b) retirement savings plan with employer match (immediate vesting) plus non-elective employer contribution based on age and years of service (3-year vesting)
• Disability and life insurance
• Employee Assistance Program (EAP) offering confidential counseling and support services for employees and their families

Professional Standards

All IRC workers must adhere to the core values and principles outlined in the IRC Way – Standards for Professional Conduct: Integrity, Service, Equality, and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to taking all necessary preventive measures to create an environment where people feel safe, and to taking all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to clients.