Administrative Assistant

About The Company

The International Rescue Committee (IRC) is a global humanitarian organization dedicated to responding to the world's most urgent crises. Established in 1933 at the initiative of Albert Einstein, the IRC has grown into one of the largest international non-governmental organizations (INGOs), operating in over 40 countries and 29 U.S. cities. The organization’s mission centers on restoring health, safety, education, economic well-being, and empowering individuals and communities affected by conflict and disaster. Through its comprehensive programs and dedicated staff, the IRC strives to deliver lasting impact by restoring safety, dignity, and hope to vulnerable populations worldwide. As a force for humanity, the IRC is committed to creating a better future for those it serves, emphasizing sustainable development, resilience, and human rights.

About The Role

The Administrative Assistant plays a vital role within the IRC, providing essential support to ensure the smooth operation of departmental and organizational functions. This position involves managing complex scheduling, coordinating international travel arrangements, supporting financial and administrative processes, and facilitating effective communication across teams. The ideal candidate is highly organized, proactive, and capable of handling multiple priorities in a fast-paced environment. They must demonstrate excellent interpersonal skills to interact confidently with senior leadership, colleagues, and external partners. The role requires a high degree of discretion, problem-solving ability, and the capacity to work independently while maintaining collaborative relationships. Supporting the Vice President and departmental teams, the Administrative Assistant contributes significantly to organizational efficiency and operational excellence.

Responsibilities

• Support the Vice President by managing daily workflows, including handling appointments and complex calendar management
• Coordinate international travel logistics, including preparing travel briefs, booking flights, accommodations, visas, and ground transportation
• Assist with financial processes by collating and submitting expense reports, purchase orders, and contract payments for approval
• Support finance operations such as vendor onboarding, invoice follow-up, and workflow approval monitoring within the organization’s systems
• Provide administrative support to the department, including scheduling meetings, reserving conference rooms, and setting up IT requirements
• Manage onboarding materials for new staff, coordinating with IT and office services, maintaining documentation, and updating internal communication channels
• Maintain and update organizational materials such as org charts, internal intranet pages, and staff directories to reflect staffing and structural changes
• Coordinate staff offboarding logistics, including equipment return and updating access and distribution lists
• Develop and nurture collaborative relationships with internal teams and external partners to facilitate seamless operations

Qualifications

• Bachelor's degree preferred but not required
• Minimum of one year of experience in a fast-paced office environment (internship experience is acceptable)
• Proficiency with Outlook email and calendar management, including complex scheduling
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, and familiarity with database management and Adobe Acrobat Pro
• Excellent interpersonal and communication skills
• Attention to detail and ability to meet strict deadlines
• Ability to work independently and collaboratively within cross-functional teams
• Flexibility and adaptability to shifting priorities and changing work environments
• Discretion in handling confidential information
• Strong listening skills and the ability to follow guidance accurately

Benefits

• Competitive hourly pay rate ranging from $21 to $26, based on experience and location
• Opportunity to work in a dynamic, mission-driven organization committed to humanitarian values
• Hybrid work environment with flexibility for on-site or remote work
• Professional development and growth opportunities within a global organization
• Engagement with diverse teams and international partners, fostering a collaborative work culture
• Access to organizational resources and support systems to enhance work efficiency

Equal Opportunity

The International Rescue Committee is an Equal Opportunity Employer. We consider all applicants based on merit without regard to race, color, religion, sex, national origin, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by law. We are committed to fostering an inclusive environment that respects diversity and promotes equal employment opportunities for all candidates and employees.