Administrative Assistant to the COO
New York City (United States of America)
The Office of the Chief Operating Officer (COO) is comprised of Operational functions, Strategy, Gender Equality and External Relations. The COO drives an agenda of innovation and is focused on ensuring that each department is results and data-driven, strategically aligned, and designs and delivers right fit services to the IRC’s country programs and Resettlement and Integration offices. In this context, the Administrative Assistant’s primary responsibility is to provide high quality, core administrative support to COO in continuing to build an effective and performance-focused department. A critical part of the role is operating as the pro-active, visible leader among peers across the Office of the COO.
•Lead the daily workflow of the COO, including scheduling, handling appointments, and streamlining emails
•Coordinate travel arrangements as needed, including flight, accommodation, visa application and ground transportation
•Review 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.
•Assist in the preparation of meeting materials and reports (such as for IRC Board of Directors), including research, data collection, preparation, and assembly of materials
•Act as the communications lead of the office of the COO to ensure a cohesive department culture by designing, developing and implementing effective communication strategies
•Coordinate with Administrative Assistants of other HQ departments to plan internal leadership meetings and organization-wide activities to promote a positive work culture and encourage interaction within and across teams
•Receive and greet visitors as needed (once back in the office)
•Perform other job-related duties, as assigned