Administrative Assistant, USA Philanthropy

The International Rescue Committee's (IRC) External Relations (ER) department enables the IRC to respond to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Within ER, the USA Philanthropy team leads on the organization’s work with USA-based High-Net-Worth Individuals. The USA Philanthropy team is seeking a dynamic Administrative Assistant to support administrative and logistical needs for the Senior Director for Principal Giving and the USA Philanthropy team as a whole.

Major Responsibilities

·       Support the Senior Director, Principal Giving, including but not limited to: handling the Senior Director’s calendar and meeting requests (including those with high-level donors, board members, IRC leadership, and other internal and external meetings); supporting consistent flow of information from the Senior Director to Principal Giving team, and vice versa; drafting and collecting team updates for cross-departmental distribution, monthly team meetings, and setting agendas; creating travel itineraries and making travel arrangements; providing operational support to the Senior Director while traveling domestically and internationally; and processing expenses.

·       Provide centralized support and HR responsibilities for the USA Philanthropy team including maintaining accurate contact information, team-wide materials, systems, and projects; updating email distribution lists, Box access, and Microsoft Teams membership; managing HR forms, setting up new employees; ordering office equipment and supplies; coordinating IT and other office services support; handling logistics for internal and external meetings (reserving conference rooms and setting up IT as needed); engaging individual consultants; being an Integra (IRC’s Enterprise Resource planning) SuperUser and handling purchase requests.

·       Collaborate with the Senior Director, Principal Giving team, and VP on various projects, attend relevant meetings, and follow up on pertinent action items.

·       Track and distribute relevant communications, internal IRC information, and email correspondence to colleagues and other partners.

·       Take on special daily or long-term projects as assigned.

Key Working Relationships:

Position Reports to: Senior Director, Principal Giving

Indirect reporting: Other internal and/or external contacts: Works closely with other colleagues and departments across the organization.

Candidate Requirements:

Education:

·       Bachelor’s degree preferred but not required.

Work Experience:

·       At least one year in a fast-paced office setting (internship experience counts too!)

Preferred:

·       Experience working in a non-profit development department

·       Prior experience working as an administrative assistant

·       Interest in a fundraising career

·       Experience working with high net-worth individuals and/or senior partners a plus

Demonstrated Skills and Proficiencies:

Minimum

·       Work successfully in a sophisticated, fast-paced organization serving multiple partners

·       Experience with Outlook email and calendar and familiarity with complex scheduling

·       Solid Microsoft Office, database management, and Adobe Acrobat Pro experience

·       Have a can-do attitude with a flexible disposition to handle fast-paced, shifting priorities

·       Excellent interpersonal and communication skills, interacting with a variety of internal and external contacts with confidence and poise

·       Strong listening skills and the ability to accurately follow guidance

·       Outstanding attention to detail and dedication to timelines

·       Ability and interest to work both independently and in a multifaceted, cross-functional team structure

·       Ability to handle change in a proactive and positive manner

·       Dedication to respect and maintain confidentiality of donor and employee information

Preferred:

·       Experience with Salesforce, Raiser’s Edge, or other donor database management system

Working Environment: This role is hybrid and requires the ability to work on-site in the NYC office (vaccination required). Applicants must have a home or alternate workspace they can effectively complete their work from during regularly scheduled hours.

IRC is an Equal Opportunity Employer: IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

We offer a comprehensive and highly competitive set of benefits.  In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

COVID-19 Vaccination Requirement: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires new hires to furnish proof of vaccination against COVID-19 in order to be considered for any in-office or hybrid positions.  All IRC US offices require full vaccination to attend any in-office functions (e.g., meetings, trainings).

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.

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