Administrative Assistant

Job Description

Job Summary:

The Administration Assistant will work to support the Executive Director and Deputy Director of Programs with administrative, strategic initiatives, and project-oriented tasks. The Administrative Assistant will provide functional support to ensure projects and tasks are on-track and completed on time. This position will coordinate closely with program managers, supervisors, and working group leads in both Phoenix and Tucson.

Major Responsibilities:

· Provide administrative support to senior leadership functions for strategic initiatives, special projects, and office-wide workflow.

· Work in cross-team collaboration with IRC leadership and program managers to execute project workflow.

· Coordinate communications between internal teams and with external stakeholders.

· Support senior leadership functions in facilitating and coordinating projects, including Strategy 100 and client feedback.

· Provide supplemental support to operations and program staff for specific project tasks as needed.

· Create documents and tracking templates for project workflow (spreadsheets, reporting templates).

· Create media presentations for meetings or trainings.

· Schedule meetings and develop agendas for internal and partner meetings. Act as the primary note taker for team meetings.

· Assist the executive and deputy director on other duties as assigned.

Key Working Relationships:

Position Reports to: Deputy Director of Programs Indirect Reporting: Executive Director Other Internal and/or external contacts:

Internal: IRC Staff, Volunteers and Interns

External: Position helps support senior management which may include communication with appropriate vendors and community partners.

Job Requirements:

· At least 2 years of relevant work experience in office administration or related field.

· Proficient in Microsoft Office applications (Word, Excel, Outlook) and strong keyboarding skills and internet usage skills; database familiarity a plus.

· Proven organizational experience with the ability to juggle multiple tasks, set priorities, effectively manage time and meet deadlines.

· Demonstrated success working and communicating effectively across teams and in a multi-cultural environment.

· Proficiency in English, both spoken and written; bilingual language skills preferred.

· Must have or be eligible to receive a valid Fingerprint Clearance card.

Working Environment:

· Current remote work.

· Standard office work environment combined w/ standard classroom setting, teleconferencing (working from home).

· Some travel throughout service delivery area.

Benefits: We offer our employees phenomenal benefits such as paid parental leave, generous time off, and excellent medical, dental, and vision options.

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 candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity****: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer****: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

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