Administrative Assistant

Marketing & Mobilization (M&M), a key part of External Relations (ER) is a dynamic team tasked with overseeing and executing communications and marketing, building the IRC’s global profile and brand, increasing private revenue from deep donor engagement and partnerships, and influencing our target audiences – all in the service of helping people facing the world’s worst humanitarian crises. In alignment with our Strategy100 commitments, M&M has launched ambitious multi-year campaigns that raise funding, profile and influence and will improve our share of voice and resonance in key geographies and globally. M&M continuously innovates the IRC brand, which enables us to increase awareness, understanding of and support for our work.

Job Overview:

The Administrative Assistant’s primary responsibility is to provide high quality, core administrative support to the Chief Mobilization and Marketing Officer (CMMO), who leads the Marketing and Communications team at the IRC.

We are seeking a proactive, enthusiastic, high energy, and personable individual who is passionate about the IRC’s mission and keenly motivated to have an impact through their contributions to the larger team. In this role you will collaborate and partner with colleagues across the External Relations department and the IRC.

Major Responsibilities:

•Provide support to the CMMO, including but not limited to: being responsible for the CMMO’s intricate calendar and meeting requests (including those with high-level donors, board members, IRC leadership, and other internal and external meetings); collecting information and preparing meeting agendas; handling project timelines; coordinating travel arrangements for the CMMO; supporting consistent flow of information from CMMO to team members and vice versa; drafting and collecting team updates for cross-departmental distribution; coordinating IT and Office Services support; running logistics for internal and external meetings (reserving conference rooms and setting up IT support); crafting travel itineraries and making travel arrangements; providing operational support to the CMMO while abroad; processing expenses.

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

•Assist as necessary in the organization, support and coordination of meetings and conferences. This includes taking accurate meeting minutes.

•Track the distribution of relevant partner communications, internal IRC information, and email correspondence to colleagues and other partners.

•Maintain accurate contact information and run other team-wide materials, systems, and projects.

•Mange the administrative needs of the wider organization of this team including but not limited to subscriptions, annual calendar and events, tracking leave schedules and accruals, and other tasks.

•Lead special projects as assigned or as a result of taking initiative to innovate existing processes and systems.

Key Working Relationships:

Position Reports to: Chief Mobilization and Marketing Officer

Other Internal and/or external contacts: Works closely with other assistants for scheduling purposes as well as with the Marketing and Communications team, the President’s office, ER leadership, Human Resources, Global Supply Chain, Office Services, and other departments as necessary.

Job Requirements:

Education: Bachelor’s degree or equivalent experience

Work Experience:

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

Preferred:

•Experience working in a communications and/or marketing department

•Prior experience working in an administrative or coordination role

•Strong interest in a career in marketing and/or communications

Demonstrated Skills and Competencies:

Minimum:

•Proven knowledge of Outlook email and calendar; familiarity with complex scheduling

•Solid Microsoft Office and database management skills, comfort with Powerpoint; Adobe Acrobat Pro; Google Suite

•Outstanding 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 skills and written and verbal communication skills: the ability to effectively interact with a variety of internal and external contacts with confidence and poise

•Strong listening skills and outstanding attention to detail

•The ability to work effectively in a dynamic team as well as take initiative independently

•Dedication to respect and maintain confidentiality of information.

•Strong passion for our mission!

Language Skills: English proficient; French, Spanish, or Arabic is a plus

Working Environment:This role requires working remotely full or part time (i.e., telecommuting). Applicants will need a home or alternate workspace where they can effectively complete their work during regularly scheduled hours.

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The IRC and IRC workers 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.