Administrative and Department Manager - CRRD

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.

The Crisis Response, Recovery, and Development (CRRD) Department 

The CRRD Department houses all the IRC’s Country Programs that implement our work, within a four-pillar department structure:

• Program Delivery, comprised of 5 Regions with more than 30 Country Programs. These are our implementing and management teams delivering our programs.

• Technical Excellence, comprised of 5 Technical Units supporting sector-specific and cross-cutting program quality, as well as program design and strategic leadership.

• Awards Management, leading our processes and implementation around business development, grants management, compliance, and donor engagement and awards management strategies.

• Emergencies, leading stand-alone emergency responses in crisis-affected areas, as well as supporting existing teams with surge support and resources if emergencies break out in their contexts.

All four pillars of CRRD collaborate closely with Country Program staff on the frontlines of program delivery to provide high-quality programming with impactful results for the people we serve.

JOB OVERVIEW

The Administrative and Department Manager for CRRD will be responsible for providing high quality, core administrative support to the Senior Vice President (SVP) of CRRD and for leading on the overall administrative work of the department. For the SVP they will be responsible for coordinating calendars, meetings and events; coordinating travel arrangements; coordinating media and external engagements; and tracking expenses. For the department, they will provide wider coordination of meetings and events; document management; internal communications support; AV and logistical support; org charts; email lists; and for supporting events or changes in the HQ office space. Working directly with the SVP and alongside the department’s senior leadership, they will be a trusted member of the central administrative team – sitting in on senior meetings and entrusted with sensitive information. The role demands tremendous discretion, and in return it offers an unusually close view of how a global, fast-moving humanitarian organization runs and how decisions get made at the most senior level. This role requires very strong organization, communication, and interpersonal skills.

Growth, Access, and Opportunity

This role sits at the center of a global department and comes with unusual access: direct exposure to the SVP and senior leaders, a front-row seat in high-level meetings, and a network that reaches across the IRC’s work. There are multiple career paths this role can lead to, and the team will actively help you find and navigate the ones that fit your strengths and interests (specific next roles are earned not guaranteed). If you are someone who spots a problem, gets excited about solving it, and wants to grow, this is a place to do exactly that. A successful candidate will bring a can-do attitude and a collaborative team spirit, ready to support the diverse needs of a small and efficient executive team.

MAJOR RESPONSIBILITIES

Executive Leadership Support

• Manage SVP calendar and communicate with meeting participants regarding internal and external meetings

• Support SVP speaking event and other travel coordination (logistics, travel documentation, partnering with others on speaking content, registrations, visas, etc.)

• Support media requests including last-minute schedule requests

• Organize, schedule, and support HQ meetings including room reservations, light AV support, and catering if applicable

• Prepare documents and other types of meeting materials, present slides and disseminate meeting materials

• Maintain and update shared calendars and trackers to document SMT and Executive Board travel and leave

• Submit credit card reconciliations and reimbursements on behalf of the SVP, as appropriate

• Support teams in obtaining signatures and approvals from the SVP

Information / Document Management and Internal Communications  

• Work with Strategy & Performance team to maintain files and disseminate resources from pillar, departmental, and inter-departmental meetings

• Support pillar document formatting and meeting preparation

• Organize Box (online storage) folders and support collaboration and archival organization across CRRD

• Update organizational charts monthly, alongside departmental teams’ org charts as needed

• Oversee regular Distribution List updates and ensure accuracy of mailing lists  

• Update the Emergency Contact List Card in coordination with Safety & Security colleagues

• Support onboarding for new CRRD hires that include scheduling time with pillar leaders 

Systems, Process Improvement, and Ownership Opportunities

• Take ownership of discrete strategic planning and coordination tasks in partnership with the SVP’s office and the wider team, with scope that can grow to match your strengths and interests

• Identify and lead administrative process improvements that streamline how the department works

• Support the roll-out of new software, tools, and protocols – potentially from testing through to adoption

Special Events and Special Projects

• Support with annual Core Humanitarian Standards audits (uploading policies and documents, tracking relevant materials and emails)

• Arrange workshops and conferences with assistance from others (venue procurement, travel logistics arrangements and tracking, information dissemination with participants, hotel liaising and management)

• Plan and facilitate special occasions (e.g. birthdays, baby showers, retirements, welcome or farewell parties, etc.)

• Other duties as requested

Position Reports to: Senior Director, Strategy & Performance, CRRD

JOB REQUIREMENTS

• Bachelor’s degree, Associate’s degree, or equivalent, with 2–3 years of professional experience in an administrative role

• Excellent organizational skills, including the ability to juggle competing priorities and manage time for yourself and others

• Service-oriented and flexible, commitment to help and support in a fast-paced, fast-changing environment

• Sound judgment and discretion in handling confidential and sensitive information

• A proactive, ownership mindset: you anticipate needs, spot problems before they escalate, and are energized by the chance to make things work better

• Poise and confidence working directly with senior leaders and external stakeholders

• Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people, within and across departments in a multi-cultural environment

• Strong computer acumen including proficiency in Microsoft Word, Excel, Power Point and Outlook

• Ability to work independently, resourcefully, and to own initiative, with flexibility to changing priorities and an eagerness to learn

• French, Arabic, Spanish or other relevant language skills an advantage

• Optimism and good humor warmly welcomed

Compensation: (Pay Rate: $68,000-$74,000/yr). 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.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.