job
Administrative Assistant
Organization International Rescue CommitteeLocation United States of AmericaType FULL TIMEPosted 21 May 2026Deadline 31 Jul 2026
Administration/Finance
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Full Description
**BACKGROUND**
Over the past 90 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changingassistance to refugees forced to flee from war or disaster. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster.
The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
**External Relations**
The External Relations (ER) department is comprised of four complementary functions: Private fundraising, Mobilization & Marketing, Policy & Advocacy and Operations & Analytics. To enable IRC to deliver our Strategy100 commitments, the ER department has established a bold new approach that will enhance our ability to raise diverse and flexible funding aligned with IRC’s top priorities, while raising our profile and influence. The ER team is an international team, with colleagues in more than 10 offices global
**The Purpose of the Role**
The Admin Assistant is a critical member of the team and we are seeking dynamic Administrative Assistant to support Administrative and logistical needs. The role varies in what it covers and will suit somebody good at prioritizing effectively, multi-tasking and working autonomously. The right candidate can make judgements on what is important, will have the ability to solve problems, be efficient, diplomatic and have the inter-personal skills to deal with senior staff, colleagues and networks internationally.
***Support to Vice President - (40%)***
- Support the daily workflow of the Vice President including handling appointments and complex calendar management
- Coordinate international travel as needed, including travel briefs, flights, accommodation, visa application and ground transportation
***Budget Support and Expenses (20%)***
- Collate 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
- Provide finance operations support including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed.
***Department Administrative support and Coordination (40%)***
- Schedule department/team meetings included reserving conference rooms and setting up IT for meetings
- Manage onboarding materials for new staff (includes onboarding experience, coordination with IT and office services, integra training admin paperwork, maintaining docs, email distribution lists, internal newsletter, and IRC policy and process)
- Maintain and update key team-wide materials (e.g., org charts, onboarding materials, and internal intranet/team pages) to ensure accuracy with staffing and structural changes.
- Develop collaborative relationships with the teams
- Coordinate staff offboarding logistics including equipment return and timely updates to access, distribution lists, Teams, and reference materials.
**Key Working Relationships:**
**Position Reports to:** VPs, External Relations
**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:**
- 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
**Working Environment:** This role is hybrid and requires the ability to work
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