Administrative Assistant, Philanthropy

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities.

A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

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-changing assistance 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 globally.

The Purpose of the Role

The Administrative Assistant is a critical member of the team. We are seeking a professional to provide administrative and logistical support to the VP of Philanthropy, and account management support to fundraising leadership and staff. 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 and colleagues.

• Support to the VP of Philanthropy - (25%)
• Support the daily workflow of the VP of Philanthropy including handling appointments and complex calendar management
• Coordinate travel as needed, potentially including travel briefs, flights, accommodation, and ground transportation
• Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval. Support 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
• Fundraiser Support (50%)

Partner with assigned frontline fundraiser to keep donor and prospect portfolios organized and up to date, tracking next steps, deadlines, and follow-ups that support cultivation, solicitation, and stewardship plans

Enter and maintain accurate donor, prospect, and portfolio data in Salesforce, including portfolio assignments, contact and activity records, contact reports, and giving proposals; run routine reports and flag data quality issues

Draft and prepare correspondence and donor-facing materials for fundraiser review, such as letters, acknowledgments, and contact reports

Prepare materials, agendas, and briefings for external donor and prospect meetings and for internal strategy meetings

Track stewardship and reporting requirements and timeframes for assigned donors; coordinate with program and field staff to gather information and keep drafting and approval of proposals, reports, and budgets on schedule

• Support gift and payment processing, ensuring payment documentation is complete and compliant with IRC and donor policies and procedures
• Submit prospect research requests and coordinate with Prospect Research, Analytics, and Operations colleagues to support the donor cycle
• Department Administrative support and Coordination (25%)
• 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.

Coordinate staff offboarding logistics including equipment return and timely updates to access, distribution lists, Teams, and reference materials.

Key Working Relationships:

Position Reports to: Senior Officer, Strategic Planning and Operations

Day-to-day support to: VP of Philanthropy

Indirect reporting: Other internal and/or external contacts: Works closely with frontline fundraisers and other colleagues and departments across the organization, including Prospect Research, Analytics, and Operations.

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
• Experience with a CRM database such as Salesforce, including data entry and reporting
• Experience drafting donor or client correspondence, or supporting a fundraising or sales team
• 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
• Accurate, detail-oriented data entry and records management, with the ability to keep records clean and current
• Strong writing skills, with the ability to draft clear, polished correspondence and materials for review
• Ability to track multiple deadlines and commitments across a portfolio and follow through without reminders
• 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 on-site in the NYC office or Remote working. Applicants must have a home or alternate workspace they can effectively complete their work from during regularly scheduled hours.

Compensation: ($21-26/hour). Ranges are based on various factors including the labor market, job type, internal equity, and budget.  Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct . Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding , Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation.

IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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Benefits: IRC offers a comprehensive and competitive benefits package. Highlights include 10 paid sick leave, 10 U.S. holidays, 20-25 generous paid time off based on role and tenure, medical insurance starting at $163/month, dental starting at $6.50/month, and vision starting at $5/month, flexible spending accounts (healthcare, dependent care, and commuter), a 403(b) retirement savings plan with employer match (immediate vesting) along with a non-elective employer contribution based on age and years of service (3-year vesting),

disability and life insurance, and an Employee Assistance Program (EAP) offering confidential counseling and support services for employees and their families.