Administrative Assistant, USA Philanthropy (Western Region)

The External Relations (ER) department is comprised of three main but complementary functional areas: Private fundraising, Communications, and Advocacy. The main objective of the department is to enable this organization of more than 15,000 staff to have the resources needed to continue serving 18 million people worldwide in places affected by war and disaster, shape the humanitarian sector by influencing key policies and reforms, and build and grow the IRC’s reputation.

The USA Philanthropy unit, part of the ER department, leads on the organization’s work with USA-based High-Net-Worth Individuals. The Administrative Assistant, USAP (Western Region) reports to the Senior Director, USA Philanthropy (Western Region), and is responsible for the administrative and logistical support of the Senior Director and of the USAP West team. The Administrative Assistant position offers the chance to work with a multifaceted group of humanitarian, fundraising, and communications professionals in a fast-paced, stimulating, and challenging environment!

Major Responsibilities:

• Provide support to the Senior Director, including but not limited to handling the Senior Director’s complex calendar and meeting requests (including those with high-level donors, board members, IRC leadership, and other internal and external meetings).

• Gather information and prepare meeting agendas; manage project timelines; coordinate travel arrangements for the Senior Director. Support the consistent flow of information from Senior Director to team members and vice versa; draft and collect team updates for cross-departmental distribution; coordinate IT and Office Services support.

• Handle logistics for internal and external meetings (reserving conference rooms and setting up IT as needed). Build travel itineraries and make travel arrangements; provide operational support to the Senior Director while traveling; process expenses.

• Provide centralized support and handle HR responsibilities for the team. This includes updating email distribution lists, Box access, and Microsoft Teams membership; tracking vacation/sick time; handling HR forms; arranging onboarding for new employees; ordering equipment and supplies; engaging individual consultants; acting as an Integra (IRC’s Enterprise Resource planning) SuperUser and leading on purchase requests.

• Collaborate with the Senior Director on various projects. Attend relevant meetings for note-taking and tracking deliverables; follow up on pertinent action items.

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

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

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

Job Requirements:

Work Experience:

Minimum: At least one year working in a fast-paced office setting.

Preferred:

• Experience working in a non-profit development department

• Prior experience working as an administrative assistant

• Strong curiosity about a career in fundraising

• Experience working with high-net-worth individuals is a plus

Demonstrated Skills and Competencies:

Minimum:

• Proven experience working in Outlook email and calendar; familiarity with complex scheduling

• Solid Microsoft Office and database management skills, comfort with PowerPoint and Adobe Acrobat Pro

• Strong organizational and time management skills: the ability to work accurately and efficiently 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 the ability to accurately follow directions

• Outstanding attention to detail and dedication to deadlines

• Able to work effectively in a team environment as well as take initiative independently

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

Preferred:

• Experience with Salesforce, Raiser’s Edge, or other donor database management systems

Working Environment: This role is remote. Applicants must have a home or workspace they can effectively complete their work from during regularly scheduled hours (9 am – 5 pm PST).

Compensation:

Posted pay ranges apply to US-based candidates. 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.

US Benefits:

The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.

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