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Executive Assistant

New York City (United States of America)

  • Organization: IRC - International Rescue Committee
  • Location: New York City (United States of America)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date:

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Requisition ID: req7622

Job Title: Executive Assistant

Sector: Awards Management

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: New York, NY HQ USA

Job Description

The Executive Assistant to the Senior Vice President of RAI, AMU and Measurement is an essential representative of the executive office, and is responsible for the specialized and dedicated administrative support to the Senior Vice President.

Major Responsibilities:

  • Provide support to the SVP including but not limited to: managing the SVP’s complex calendar and meeting requests (including those with high-level donors, board members, IRC leadership, and other internal meetings); gathering information in preparation for meetings; coordinating travel arrangements; support for the consistent flow of information to/from the SVP; coordinating IT and Office Services support; managing logistics for internal and external meetings (reserving conference rooms and setting up IT as needed); processing expenses.

  • Collaborate with the SVP on various projects and attend relevant meetings; follow up on pertinent action items.

  • Help with any the necessary, daily time management needs including scheduling and managing appointments.

  • Assist as necessary in the organization and support of meetings and conferences and the preparation of meeting materials, including logistics and assembly of materials.

  • Track next steps on meeting outcomes and communications.

  • Coordinate travel arrangements as needed, including flight, accommodation, visa application and ground transportation.

  • Prepare reports for the SVP by researching, transcribing, inputting, editing and retrieving text, data, and graphics from multiple sources of information and meetings

  • Receive and greet visitors as needed

  • Process expense reports and invoices

  • Assist with the preparation, editing, scanning, copying and distribution of written correspondence – including PowerPoint and other document formats.  From time to time author, ghostwrite, and provide editorial support on letters, emails, talking points, and presentations.

  • Assist with the administrative aspects of expense approvals for departments overseen by the SVP

  • Coordinate with Executive Assistants of other HQ departments to plan cross-functional leadership meetings, and other activities/events sponsored by the SVP to promote a positive work culture and encourage interaction within and across teams.

  • Plan, communicate and execute assigned projects and initiatives from inception to completion.

  • Perform other job related duties as assigned, and occasionally work extended hours when necessary.


Qualifications

Education: Bachelor’s degree


Work Experience:

Minimum:  At least two years working in a fast-paced office setting

Preferred:

  • Experience working in a non-profit development department

  • Strong interest in a maintaining a career as an executive assistant

  • Previous experience working in complex organizational structures a plus

Demonstrated Skills and Competencies:

  • Familiarity with complex scheduling, and proven experience working in Outlook email and calendar;

  • Solid Microsoft Office, with specific expertise and comfort with PowerPoint

  • Organizational and time management skills: the ability to work accurately and productively in a fast-paced environment and respond/adapt to shifting priorities

  • Excellent interpersonal, written and oral communication skills: the ability to effectively interact with a variety of internal and external contacts with confidence and poise

  • Strong listening skills and the ability to accurately follow directions

  • Exceptional attention to detail and commitment to deadlines

  • The ability to work effectively in a team environment, as well as take initiative and perform routine task independently

  • Commitment to respect and maintain confidentiality

Language Skills: English (fluent), additional languages a plus.


Certificates or Licenses:
N/A                                                                                                                                                                         


Working Environment:  standard office environment

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