HR Administrative Assistant

The Administrative Assistant’s primary responsibility is to provide high quality, core administrative support to the Global Human Resources Department in continuing to strengthen a well-functioning, efficient and results-oriented department. The EA’s duties will include shared department activities and they will provide project and activity support to senior colleagues in all HR units. The position is responsible for managing a range of administrative and logistical support services including overall management of the HR physical space in the NY office; data reporting and analytics; scheduling; department budget management, analysis and reporting; managing administrative processes; facilitating communication; and coordinating travel arrangements.Supporting a cross-section of the HR organization, IRC employees and outside partners on a daily basis is a critical element of this role.

Major Responsibilities

Administrative

•Ensure a productive, efficient, and healthy working space for HR staff as employees return to the office; work with Facilities on logistics related to a new office configuration that will support hybrid work arrangements, hot-desking and new collaborative areas;

•Support the daily workflow of the CHRO, including scheduling and managing appointments;

•Assist in the organization and support of meetings and conferences;

•Ensure meetings and internal conferences run smoothly and effectively, by managing invites and video details, organizing meeting logistics, preparing meeting materials, preparing minutes and actions, coordinating follow-up, and booking facilities;

•Track next steps on meeting outcomes and communications;

•Coordinate travel arrangements;

•Manage and/or provide support to other HR units on special projects or activities as assigned;

•Manage and update content of HR-relevant pages on RescueNet (IRC’s intranet);

•Coordinate with Administrative Assistants and Department Managers of other HQ departments to plan cross-functional leadership meetings as well as activities and events to promote a positive work culture and to encourage interaction within and across teams;

•Track leave for HR department staff;

•Perform other job-related duties, as assigned.

Budget Management, Data Collection, Reporting and Analysis

•Manage the department budget on an ongoing basis with a particular focus on reporting, trend analysis and annual planning;

•Generate reports through the HRIS and Power BI and conduct analysis and reporting;

•Prepare reports for the CHRO and other senior HR leaders by researching, transcribing, inputting, editing, and retrieving text, data, and graphics from multiple sources;

•Manage HR metrics reporting by ensuring timely monthly submission, reviewing metrics on an annual basis in collaboration with CHRO and the Data & Delivery team, and reporting out updates or major data trends;

•Manage a variety of Senior Leaders Group communications

Job Requirements

•Bachelor’s degree or equivalent;

•Minimum 2 years of full-time professional work experience, with at least 1 year of experience working as an Administrative Assistant to senior leadership or in a comparable role;

•Demonstrated interest in the humanitarian sector and the IRC’s mission;

•Excellent organizational and time management skills and demonstrated ability to effectively prioritize;

•Demonstrated Excel skills and the ability to represent experience managing budgets and annual planning;

•Excellent presentation and meeting arrangement skills – a good understanding of how to create high impact settings;

•Positive, resourceful, and flexible attitude with ability to problem solve, and work independently and proactively in a fast-paced environment with limited information;

•Proven attention to detail: the ability to track and process multiple details simultaneously and accurately, and keep multiple projects moving forward;

•A very strong customer service-orientation and flexibility, commitment to help and support in a fast-paced, fast-changing environment;

•Ability to communicate effectively with internal and external stakeholders with tact and diplomacy, both orally and in writing;

•Strong interpersonal and relationship-building skills, ability to maintain positive working relationships at all organizational levels and with people from all over the world;

•Ability to use sound judgment in maintaining confidential information;

•Strong computer proficiency in Microsoft Word, Excel, Power Point and Outlook; PowerBI, Workday or another HRIS proficiency is a plus;

•Bilingual French, Arabic or Spanish is a strong plus

Working Environment:

•Standard office working environment

•This position will not be eligible for remote working in the first year.A modest remote working schedule will be considered once the position is stable and performing within expectations.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.These are Integrity, Equality, Service, and Accountability.In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.