Administrative & Department Manager, CRRD

About the role

The Administrative and Department Manager for Crisis Response, Recovery, and Development (CRRD) will provide high-quality administrative support to the Senior Vice President (SVP) of CRRD and lead the department’s administrative functions. This role offers direct exposure to senior leadership, high-level meetings, and opportunities to influence departmental processes and strategy. The position requires discretion, strong organizational skills, and the ability to anticipate needs in a fast-paced, global humanitarian organization.

Responsibilities

• Executive Leadership Support
  • Manage the SVP’s calendar and coordinate internal and external meetings.
  • Coordinate speaking events and travel logistics, including documentation, content preparation, registrations, and visas.
  • Support media requests and last-minute schedule adjustments.
  • Organize and support HQ meetings, including room reservations, light AV support, and catering.
  • Prepare meeting materials, present slides, and disseminate documents.
  • Maintain shared calendars and trackers for SMT and Executive Board travel and leave.
  • Submit credit card reconciliations and reimbursements on behalf of the SVP.
  • Assist teams in obtaining SVP signatures and approvals.
• Information / Document Management and Internal Communications
  • Collaborate with the Strategy & Performance team to maintain files and disseminate resources from meetings.
  • Support document formatting and meeting preparation for the pillar and department.
  • Organize Box folders and support collaboration and archival organization across CRRD.
  • Update organizational charts monthly and support departmental org chart updates.
  • Oversee distribution list updates and ensure accuracy of mailing lists.
  • Update the Emergency Contact List Card in coordination with Safety & Security colleagues.
  • Support onboarding for new CRRD hires, including scheduling meetings with pillar leaders.
• Systems, Process Improvement, and Ownership Opportunities
  • Take ownership of strategic planning and coordination tasks in partnership with the SVP’s office and wider team.
  • Identify and lead administrative process improvements to streamline departmental workflows.
  • Support the roll-out of new software, tools, and protocols from testing through adoption.
• Special Events and Special Projects
  • Support annual Core Humanitarian Standards audits (uploading policies, tracking materials and emails).
  • Arrange workshops and conferences, including venue procurement, travel logistics, and participant coordination.
  • Plan and facilitate special occasions (e.g., birthdays, baby showers, retirements, welcome/farewell events).
  • Perform other duties as requested.

Requirements

• Bachelor’s degree, Associate’s degree, or equivalent with 2–3 years of professional administrative experience.
• Excellent organizational skills, including the ability to manage competing priorities and time for self and others.
• Service-oriented, flexible, and committed to supporting a fast-paced, fast-changing environment.
• Sound judgment and discretion in handling confidential and sensitive information.
• A proactive, ownership mindset: anticipates needs, spots problems early, and enjoys improving processes.
• Poise and confidence working directly with senior leaders and external stakeholders.
• Strong interpersonal and communication skills with the ability to liaise effectively across departments and cultures.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to work independently, resourcefully, and with flexibility to changing priorities.
• French, Arabic, Spanish, or other relevant language skills are an advantage.
• Optimism and good humor are welcome.

Pay

$68,000–$74,000 per year. Offers are calibrated by work location, candidate experience, and internal equity.

Benefits

• 10 days paid sick leave, 10 U.S. holidays, and 20–25 days paid time off based on role and tenure.
• Medical insurance starting at $163/month, dental starting at $6.50/month, and vision starting at $5/month.
• Flexible spending accounts (healthcare, dependent care, and commuter).
• 403(b) retirement savings plan with employer match (immediate vesting) and 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.