Administrative Assistant, Global Board Engagement

IRC - International Rescue Committee; New York (NY); Hybrid; USD 39,000 - 50,000; Full time

Benefits offered by this job

Medical insurance

Dental

Vision

401(k) plan

Paid time off

EAP

Job summary

The International Rescue Committee (IRC) is seeking an exceptionally detail-oriented Administrative Assistant for the Global Board Engagement team in New York City. This role supports the President's Office and internal/external leadership, ensuring materials, schedules, records, and communications are accurate and confidential.

Ideal candidates have a Bachelor's degree (preferred) and 3 years in a fast-paced nonprofit setting, with experience in Salesforce and high-net-worth stakeholder

Qualifications

• Bachelor's degree preferred, but not required.
• 3 years of relevant work experience in a fast-paced environment, with gradually increasing responsibilities and a track record of high performance.
• Prior experience working as an administrative assistant.
• Experience working in a non-profit business development department a plus.
• Experience working with high net-worth individuals and/or senior partners a plus.
• Experience working with database platforms, such as Salesforce, a plus.

Responsibilities

• Attend and take minutes for four to six Board committees, each meeting three to four times a year. Prepare minutes for external sharing and condense them into two-page summaries for the Board of Directors.
• Coordinate annual committee and Board meeting schedules, orientation sessions, and ad hoc meetings with internal and external leadership. Provide day-of logistical support at quarterly in-person Board meetings, and arrange rooms and IT for internal and external meetings.
• Produce the monthly internal Bulletin for fundraising staff who partner with Board and Advisors members and the external monthly newsletter for Board and Advisors, and coordinate related internal updates as needed.
• Track candidates for the Nominating & Governance Committee as they move through the pipeline, maintaining accurate, confidential records.
• Keep Board and Advisors contact information, activity records, and campaigns current in Salesforce, and maintain email distribution lists and team materials in RescueNet and Box.
• Handle purchase requests, the team credit card, expense reports, and invoices.
• Support ad hoc Board related projects and perform other administrative and job-related duties as assigned.

Skills

Detail-oriented

Highly organized

Administrative support

Non-profit experience

Salesforce

Outlook calendar

Microsoft Office

Discretion and confidentiality

Independent worker

Education

Bachelor's degree

Tools

Salesforce

RescueNet

Box

Outlook

Adobe Acrobat Pro

Job description

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.

Background/IRC Summary

Founded in 1933 at the request of Albert Einstein, the International Rescue Committee (IRC) is a leading global humanitarian organization in roughly 40 countries and in 25 cities in the United States. The IRC responds to the world’s worst humanitarian crises, helping people whose lives and livelihoods are shattered by conflict and disaster to recover and regain control of their futures. As the IRC approaches its 100th year of service in 2033, we remain passionate about ensuring that the impact of our programs and the influence of our ideas empower people caught in crisis to make lasting change in their lives.

Job Overview

The Global Board Engagement team supports IRC's Global Board of Directors and Board of Advisors. We are looking for an assistant who is exceptionally detail-oriented and highly organized, with a proven track record of managing complex logistics and information accurately. Board work depends on materials, schedules, records, and communications being accurate, timely, and handled with discretion. You will work closely with the President's Office and with internal and external leadership, and you will see how your work contributes to IRC's broader operations and programs. The right person will be deeply committed to IRC's mission of helping people whose lives are shattered by conflict and disaster to survive, recover, and gain control of their future.

Responsibilities

• Committee support: Attend and take minutes for four to six Board committees, each meeting three to four times a year. Prepare minutes for external sharing and condense them into two-page summaries for the Board of Directors.
• Scheduling and meeting logistics: Coordinate annual committee and Board meeting schedules, orientation sessions, and ad hoc meetings with internal and external leadership. Provide day-of logistical support at quarterly in-person Board meetings, and arrange rooms and IT for internal and external meetings.
• Communications: Produce the monthly internal Bulletin for fundraising staff who partner with Board and Advisors members and the external monthly newsletter for Board and Advisors, and coordinate related internal updates as needed.
• Candidate tracking: Track candidates for the Nominating & Governance Committee as they move through the pipeline, maintaining accurate, confidential records.
• Data and records: Keep Board and Advisors contact information, activity records, and campaigns current in Salesforce, and maintain email distribution lists and team materials in RescueNet and Box.
• Finance administration: Handle purchase requests, the team credit card, expense reports, and invoices.
• Additional Duties: Support ad hoc Board related projects and perform other administrative and job-related duties as assigned.

Key Working Relationships

Position reports to: Director of Global Board Engagement. Internal: Works closely with departments across the organization. Key stakeholders include the President/CEO; Executive Board Assistants; the Vice President, Philanthropy; and other Leadership staff across the organization. External: various members of the Board of Directors and Advisors; others as relevant.

Work / Educational Experience

Bachelor's degree preferred, but not required. 3 years of relevant work experience in a fast-paced environment, with gradually increasing responsibilities and a track record of high performance. Prior experience working as an administrative assistant. Experience working in a non-profit business development department a plus. Experience working with high net-worth individuals and/or senior partners a plus. Experience working with database platforms, such as Salesforce, a plus.

Demonstrated Skills and Competencies

• Bring a can-do attitude, flexibility, and resilience to navigate ambiguity, shifting priorities, and setbacks with positivity and enthusiasm
• Ability to pivot and adapt to rapidly changing circumstances
• Thrives in a dynamic, fast-paced environment.
• Calm under pressure.
• Outstanding attention to detail and problem-solving skills
• Strong organizational and time-management skills to deliver on tight deadlines and make progress against multiple demands
• Excellent interpersonal and communication skills, interacting with a variety of internal and external contacts with confidence and poise
• Strong listening skills and the ability to accurately follow guidance
• Maintains the highest standards of discretion and confidentiality in handling sensitive information
• Ability and interest to work both independently and in a complex, cross-functional team structure
• Proactive, takes initiative and anticipates needs
• Cordial and kind demeanor in all interactions, fostering a welcoming and collaborative environment
• Experience with Outlook email and calendar and familiarity with complex scheduling
• Highly proficient in Microsoft Office suite; strong in database management and Adobe Acrobat Pro experience
• Familiarity with AI tools such as Claude, and interest in using them to improve existing systems and workflows (preferred)

Working Environment

Hybrid work with a minimum of 2 days per week in our NYC headquarters.

Compensation

($28-36/hour). 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.

Benefits

• 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
• 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
• 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.

The IRC Way, our code of conduct, is founded upon our core values of Integrity, Accountability, Service and Equality. These values unite IRC staff around the world and keep our programs firmly directed towards the well-being of our clients while meeting the expectations of our donors as responsible stewards of their resources.