Description
The Administrative Assistant is a critical member of the team and will support the administrative and logistical needs of the VP of Policy & Advocacy and the VP of Marketing & Mobilization. The role involves prioritizing effectively, multi-tasking, and working autonomously.
Responsibilities:
- Support the daily workflow of the VP of Policy & Advocacy and the VP of Marketing & Mobilization, including handling appointments and complex calendar management
- Coordinate international travel as needed, including travel briefs, flights, accommodation, visa application, and ground transportation
- Collate and submit expense reports, purchase orders, contract payments, and other finance transactions for approval
- Provide finance operations support, including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed
- Schedule department/team meetings, including reserving conference rooms and setting up IT for meetings
- Manage onboarding materials for new staff, including onboarding experience, coordination with IT and office services, integra training admin paperwork, maintaining docs, email distribution lists, internal newsletter, and IRC policy and process
- Maintain and update key team-wide materials, such as org charts, onboarding materials, and internal intranet/team pages
- Develop collaborative relationships with the teams
- Coordinate staff offboarding logistics, including equipment return and timely updates to access, distribution lists, Teams, and reference materials
Requirements:
- Bachelor's degree preferred but not required
- At least one year in a fast-paced office setting (internship experience counts too!)
- Experience working in a non-profit development department
- Prior experience working as an administrative assistant
- Interest in a fundraising career
- Experience working with high net-worth individuals and/or senior partners a plus
Demonstrated Skills and Proficiencies:
- Work successfully in a sophisticated, fast-paced organization serving multiple partners
- Experience with Outlook email and calendar and familiarity with complex scheduling
- Solid Microsoft Office, database management, and Adobe Acrobat Pro experience
- Have a can-do attitude with a flexible disposition to handle fast-paced, shifting priorities
- 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
- Outstanding attention to detail and dedication to timelines
- Ability and interest to work both independently and in a multifaceted, cross-functional team structure
- Ability to handle change in a proactive and positive manner
- Dedication to respect and maintain confidentiality of donor and employee information
Benefits:
- Competitive salary ($21-26/hour)
- Comprehensive and competitive benefits package, including 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