Administrative Intern

BACKGROUND:The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. At work in over 40 countries and 28 U.S. cities to restore safety, dignity and hope, the IRC leads the way from harm to home. The IRC in Tallahassee office wasestablishedin 2015 and has resettled over 1,950 refugees from 50 countries into the Tallahassee, Florida.

SCOPE OF ADMINISTRATIVE ASSISTANT INTERN WORK:The role of Administrative Assistant is a pivotal position that provides essential administrative support to enhance the efficient operation of service areas. In this dynamic role, you will manage the Director’s calendar, schedule meetings, arrange travel and appointments, and handle communications and correspondence on behalf of the Program Supervisor. You will play a key role in coordinating meetings by preparing agendas, taking notes, and following up on action items, which will help keep the team organized and focused. In addition, you will oversee office supplies,assistwith data entry and database maintenance, supportgrantand fundraising efforts, and organize both internal and external events to strengthen the agency's outreach. A critical aspect of this position is ensuring the confidentiality of sensitive refugee data, thereby helping the Program Supervisorcomply withrelevant regulations. You will also contribute to the agency’s reporting needs for stakeholders and funding organizations, ensuring transparency and accountability. To succeed in this role, strong organizational skills, attention to detail, andproficiencyin office software are essential. Ideally, candidates will have 2-3 years of experience in an administrative capacity, particularly in the nonprofit or refugee resettlement sector. As the Administrative Assistant, you will collaborate closely with staff and external partners, helping further the agency’s mission of supporting refugees. Your performance will be evaluated based on the accuracy, timeliness, and professionalism of your work, along with your communication skills and overall support to the Program Supervisor. This position offers a unique opportunity to make a meaningful impact in the lives of those you serve.

The hours for this position are flexible; however, will primarily be between 9AM and 5PM on weekdays, with occasional weekend activities. Please note that all internship positions are unpaid.This position requires a minimum of 15 hours a week for 3 consecutive months.

RESPONSIBILITIES:TheAdministrative AssistantIntern willassistthe Program Supervisor with the following tasks:

• Support in planning and implementing programs and activities for refugee clients.

• Assistin coordinatinglogisticsand resources for workshops, community events, and service delivery.

• Manage andmaintainproject documentation, including client records, reports, and meeting notes.

• Help with preparing summaries and recommendations for program improvement.

• Assist in preparing communication materials for clients, staff, and community partners.

• Aid inmaintainingdatabases and filing systems to ensure efficient information retrieval.

• Coordinate meetings with staff, volunteers, and community stakeholders, including scheduling, preparing agendas, and taking minutes.

• Perform data entry and analysis for program-related reports and grant applications.

• Conduct research to support program development and client needs assessments.

• Support general administrative tasks, such as ordering supplies, managing office resources, andmaintaininginventory.

• Draft and proofread internal and external communications, including emails and reports.

• Assistwith grant proposal preparation by gathering necessary documentation and data.

• Helpmaintaincompliance with agency policies and procedures by ensuring documentation isaccurateandup-to-date.

• Develop and implement administrative processes to improve workflow and efficiency.

• Support outreach efforts by maintaining mailing lists and tracking community engagement activities.

• Other duties as assigned

REQUIREMENTS: 

• Excellent communication and writing skills

• Strong organizational and time management skills.

• Organized with attention to detail

• Able to work independently and under pressurewithin a diverse team

• An interest in international and refugee issues

• Creativity and initiative to follow through on projects

• Strong desireand enthusiasm to help people

• A proactive attitude with a willingness to learn and take on new challenges

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable using client database management systems.

• Submit intern hours on volunteer dashboard

This will beanhybridrole.

The internship will be filled on a rolling basis. We will continue to accept applications until August 14th, 2026, or until the position is filled, whichever occurs first. Internship will begin the week of September 8th, 2026.  

This position will report to the Program Supervisor