Executive Assistant

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. At work today in over 40 countries and 20+ U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

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.

Awards Management Unit (AMU)

Established in January 2016, Awards Management Unit (AMU) is a global unit responsible for identifying, securing, and managing all funding from governments across the world. AMU is a bridge between donors and our programs: providing expert technical advice to the program implementors, while maintaining consistency and managing compliance and risk. This unit ensures that donor compliance policies and procedures are implemented consistently and supports all staff working across the awards management cycle for all restricted funding from global government sources.

The department includes the following teams: Program and Award Support, Strategic Partnerships, Compliance and Policy, Business Development, Planning and Strategic Operations, and Training.

Key Working Relationships

This position will report to the Senior Vice President (SVP), AMU and support the Vice President (VP), AMU. It will also provide ad-hoc support to the rest of the AMU Senior Leaders and work closely with the Planning and Strategic Operations team and other admin and support functions across AMU.

Responsibilities:

For both the SVP and VP of AMU:

o Travel coordination: Manage and coordinate travel arrangements through the Egencia travel booking system (flights, hotels and taxis)

o Financial management: Process expenses (travel and credit card) in line with local finance processes

o Diary management, including diarizing key events and dates and managing any clashes

o Coordinate meetings, room bookings and greeting visitors in the office as needed

o Arrange and coordinate social events, dinners, team building events as required

o Manage acquiring signatures for documents related to VP and SVP duties including: BD submissions, waivers, various agreements, submissions for finance, reports, etc. and manage couriering as required

o Assist in formatting presentations, documents, and communications

o Support day-to-day engagements and meetings including briefing materials and other written materials

o Uphold quality knowledge management

o Provide other administrative support

o Champion culture initiatives and supports welcoming new joiners

For AMU Senior Leaders:

o Support travel and meeting arrangements for large offsites

o Manage meetings and calendars for large cross-functional meetings

o Support New York Office AMU administrative needs (e.g. room bookings, equipment inventories)

o Provide project support to various AMU strategic initiatives as agreed with SVP and VP

o Support minute taking as needed for key department meetings

Job Requirements:

Experience

• Strong experience of supporting senior level executives across administrative functions travel and finance administration

Demonstrated Skills and Competencies:

• Strong organizational skills and high attention to detail

• Ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organisation

• Proven ability to prioritize and deliver on time

• Responsive and proactive to all requests

• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications

• Highly proficient in Microsoft Office suite

• Highly collaborative and able to work independently in a dynamic, cross-functional global team structure

• Ability to manage and work through change in a proactive and positive manner

• Ability to maintain diplomacy and confidentiality

• Committed to a positive team culture in which equity, diversity and inclusion are at the core

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The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, 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.

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).

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.

US Benefits:

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.

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.

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