Background/IRC Summary:
The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and in 22 US cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
Job Overview/Summary:
The Executive Assistant’s primary responsibility is to provide high quality, core executive support to the Vice President (VP) of the Awards Management Unit. The position is responsible for managing a range of executive, administrative and logistical support services for the VP including stakeholder engagement, presentation (PowerPoint etc.) and document presentation, scheduling, managing administrative processes, facilitating fast and impactful communication, coordinating travel arrangements and tracking departmental expenses.
This role requires strong organization, communication and interpersonal skills.
Major Responsibilities:
- Provide high level administrative and workflow management support to the VP.
- Provide scheduling and coordination support to the VP and Directors of AMU.
- Ensure meetings and internal conferences run smoothly and effectively, by managing invites and conference call details, organizing meeting logistics, preparing meeting materials, preparing minutes and actions, coordinating follow-up, and booking facilities.
- Support budget management for the teams by processing purchase requests and purchase orders, processing invoices and payments, and acting as a point of contact on budget v actual status.
- Respond to day-to-day communications and queries in support of the Awards Management Unit
- Provide timely, appropriate support, regularly collecting and formatting team reports, dashboards, and departmental records from key colleagues for timely and high quality submissions.
- Provide high level support to the VP for communications, presentations and meeting materials using Microsoft Office an other digital workflow planning tools such as box, cloud systems, including use of info-graphics and dashboard.
- Coordinate travel arrangements as needed, including flight, accommodation, visa application and ground transportation.
- Assist with the preparation, editing, scanning, copying and distribution of written correspondence.
Relationship Management Responsibilities
- Provide proactive, timely & high quality engagement with key strategic stakeholders and partners, with responsibility for communication with key vendors, donors, stakeholders, and suppliers;
- Track next steps on all meeting outcomes and communications on a case-by-case basis
- Maintain a high level of efficiency, composure, and optimism in high-pressured situations
- Receive and greet visitors as needed.
Position Reports to: Vice President, Awards Management Unit
Job Requirements:
- Bachelor’s degree or equivalent with at least 4 years of professional experience in a senior administrative role.
- Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment.
- Highly effective time management skills .
- Strong oral and written communication skills.
- Strong attention to detail.
- Excellent presentation and meeting arrangement skills – a developed understanding of how to create high impact settings.
- Solid organizational skills; detail-oriented; ability to multi-task and prioritize tasks; and to learn quickly in a fast paced environment.
- Strong proficiency in Microsoft Office Software including the ability to create high-power presentations with Microsoft Office.
- Ability to work independently, resourcefully and to own initiative, with flexibility to changing priorities and an eagerness to learn.
- Service oriented and flexibility, commitment to help and support in a fast pace, fast changing environment.
- Experience and use of CRM systems for the management of stakeholder relationships– Salesforce experience desirable
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The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their…
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