Administrative Assistant

The CRRD (Crisis Response, Recovery, and Development) Department houses all of the IRC’s Country Programs that implement our work, as well as the sector-specific Technical Units (TUs) which are the teams of experts that support IRC’s shift to more outcomes-driven and evidence-based programs. TUs collaborate closely with Country Program staff on the frontlines of program delivery and provide technical support to staff to help ensure our programs are high-quality and deliver results for the people we serve.

Job Overview/Summary:

The Administrative Assistant’s primary responsibility is to provide high quality, core administrative support to the CRRD senior leaders. This will include providing administrative support to the Senior Vice President of the Department (SVP) and Vice Presidents (VP) as needed.

The position is responsible for managing a range of administrative and logistical support services for the SVP including scheduling, document management, coordinating travel arrangements and tracking departmental expenses. In addition, the Administrative Assistant will work in conjunction with colleagues to keep departmental information up to date and manage the changes in HQ office space.

This role requires strong organization, communication, and interpersonal skills.

Major Responsibilities:

55% Support to CRRD SVP and VPs

•Manage SVP calendar and communicate with meeting participants, as necessary.

•Organize, schedule, and support large meetings and conferences.

•Prepare documents and other types of meeting materials.

20% Support CRRD Senior Management Team (SMT)

•Organize, schedule, and support meetings and conferences involving multiple CRRD SMT members.

•Take accurate meeting minutes, present slide decks, and disseminate resources.

•Ensure CRRD meetings run smoothly and effectively by managing invitations and conference call details.

•Track vacation and update shared SMT calendar.

•Arrange CRRD IRC speaking events e.g., with colleges and universities.

15% Information Management

•Disseminate resources from inter-departmental meetings, including CRRD Leadership meetings, CRRD Business Development, Program Quality Working Group, COVID Working Group.

•Support SMT document formatting and meeting preparation.

•Organize Box folders and support collaboration and archival organization across CRRD.

•Manage department Zoom and Survey Monkey accounts

•Update organizational charts on a monthly basis.

•Oversee quarterly Distribution List updates

•Update the Emergency Contact List Card in coordination with Safety & Security colleagues

•Maintain CRRD field office addresses.

•Support onboarding for new CRRD HQ hires

10% Departmental events and other support

•Foster learning by establishing an ongoing series of learning events with internal and external parties.

•Arrange workshops and conferences with assistance from Communications + Operations Managers.

•Manage design, printing, and procurement of conference materials (e.g., agenda, shirts, nametags, etc.)

•Plan and facilitate birthdays, baby showers, farewell parties, etc.

•Other duties as requested

Job Requirements:

•Bachelor’s degree or equivalent with at least 1 years of professional experience in an administrative role. (2+ years preferred.)

•Excellent organizational skills and demonstrated ability to multitask.

•Service oriented and flexible, commitment to help and support in a fast paced, fast changing environment.

•Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people. within and across departments in a multi-cultural environment.

•Strong oral and written communication skills.

•Strong attention to detail.

•Strong computer acumen including proficiency in Microsoft Word, Excel, Power Point and Outlook.

•Must be able to manage time for self and others.

•Ability to work independently, resourcefully and to own initiative, with flexibility to changing priorities and an eagerness to learn.

•French, Arabic, Spanish or other relevant language skills an advantage.

•Optimism and good humor warmly welcomed.