Executive Assistant

2 weeks ago

London, United Kingdom International Rescue Committee Full time

**Requisition ID**: req37874

**Job Title**: Executive Assistant

**Sector**: Awards Management

**Employment Category**: Regular

**Employment Type**: Full-Time

**Compensation**: USD 55,000.00 - 65,000.00 Salary

**Location**: New York, NY HQ USA

**BACKGROUND**

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. At work today in over 40 countries and 20+ U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

**Awards Management Unit (AMU)**

Established in January 2016, Awards Management Unit (AMU) is a global unit responsible for identifying, securing, and managing all funding from governments across the world. AMU is a bridge between donors and our programs: providing expert technical advice to the program implementors, while maintaining consistency and managing compliance and risk. This unit ensures that donor compliance policies and procedures are implemented consistently and supports all staff working across the awards management cycle for all restricted funding from global government sources.

The department includes the following teams: Program and Award Support, Strategic Partnerships, Compliance and Policy, Business Development, Planning and Strategic Operations, and Training.

**Key Working Relationships**

This position will report to the Senior Vice President (SVP), AMU and support the Vice President (VP), AMU. It will also provide ad-hoc support to the rest of the AMU Senior Leaders and work closely with the Planning and Strategic Operations team and other admin and support functions across AMU.

**Responsibilities**:
**For both the SVP and VP of AMU**:
o Travel coordination: Manage and coordinate travel arrangements through the Egencia travel booking system (flights, hotels and taxis)

o Financial management: Process expenses (travel and credit card) in line with local finance processes

o Diary management, including diarizing key events and dates and managing any clashes

o Coordinate meetings, room bookings and greeting visitors in the office as needed

o Arrange and coordinate social events, dinners, team building events as required

o Manage acquiring signatures for documents related to VP and SVP duties including: BD submissions, waivers, various agreements, submissions for finance, reports, etc. and manage couriering as required

o Assist in formatting presentations, documents, and communications

o Support day-to-day engagements and meetings including briefing materials and other written materials

o Uphold quality knowledge management

o Provide other administrative support

o Champion culture initiatives and supports welcoming new joiners

**For AMU Senior Leaders**:
o Support travel and meeting arrangements for large offsites

o Manage meetings and calendars for large cross-functional meetings

o Support New York Office AMU administrative needs (e.g. room bookings, equipment inventories)

o Provide project support to various AMU strategic initiatives as agreed with SVP and VP

o Support minute taking as needed for key department meetings

**Job Requirements**:
**Experience**
- Strong experience of supporting senior level executives across administrative functions travel and finance administration

Demonstrated Skills and Competencies:

- Strong organizational skills and high attention to detail
- Ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organisation
- Proven ability to prioritize and deliver on time
- Responsive and proactive to all requests
- Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
- Highly proficient in Microsoft Office suite
- Highly collaborative and able to work independently in a dynamic, cross-functional global team structure
- Ability to manage and work through change in a proactive and positive manner
- Ability to maintain diplomacy and confidentiality
- Committed to a positive team culture in which equity, diversity and inclusion are at the core

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

**COVID-19 Vaccination Requirement**:
In accordance with IRC’s duty to provide and maintain

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