Administrative & Department Manager, CRRD

About this role

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.

The Crisis Response, Recovery, and Development (CRRD) Department  The CRRD Department houses all the IRC’s Country Programs that implement our work, within a four-pillar department structure:

• Program Delivery, comprised of 5 Regions with more than 30 Country Programs. These are our implementing and management teams delivering our programs.

• Technical Excellence, comprised of 5 Technical Units supporting sector-specific and cross-cutting program quality, as well as program design and strategic leadership.

• Awards Management, leading our processes and implementation around business development, grants management, compliance, and donor engagement and awards management strategies.

• Emergencies, leading stand-alone emergency responses in crisis-affected areas, as well as supporting existing teams with surge support and resources if emergencies break out in their contexts.

All four pillars of CRRD collaborate closely with Country Program staff on the frontlines of program delivery to provide high-quality programming with impactful results for the people we serve.

JOB OVERVIEW The Administrative and Department Manager for CRRD will be responsible for providing high quality, core administrative support to the Senior Vice President (SVP) of CRRD and for leading on the overall administrative work of the department. For the SVP they will be responsible for coordinating calendars, meetings and events; coordinating travel arrangements; coordinating media and external engagements; and tracking expenses. For the department, they will provide wider coordination of meetings and events; document management; internal communications support; AV and logistical support; org charts; email lists; and for supporting events or changes in the HQ office space. Working directly with the SVP and alongside the department’s senior leadership, they will be a trusted member of the central administrative team – sitting in on senior meetings and entrusted with sensitive information. The role demands tremendous discretion, and in return it offers an unusually close view of how a global, fast-moving humanitarian organization runs and how decisions get made at the most senior level. This role requires very strong organization, communication, and interpersonal skills.

Growth, Access, and Opportunity This role sits at the center of a global department and comes with unusual access: direct exposure to the SVP and senior leaders, a front-row seat in high-level meetings, and a network that reaches across the IRC’s work. There are multiple career paths this role can lead to, and the team will actively help you find and navigate the ones that fit your strengths and interests (specific next roles are earned not guaranteed). If you are someone who spots a problem, gets excited about solving it, and wants to grow, this is a place to do exactly that. A successful candidate will bring a can-do attitude and a collaborative team spirit, ready to support the diverse needs of a small and efficient executive team.

MAJOR RESPONSIBILITIES Executive Leadership Support • Manage SVP calendar and communicate with meeting participants regarding internal and external meetings

• Support SVP speaking event and other travel coordination (logistics, travel documentation, partnering with others on speaking content, registrations, visas, etc.)

• Support media requests including last-minute schedule requests

• Organize, schedule, and support HQ meetings including room reservations, light AV support, and catering if applicable

• Prepare documents and other types of meeting materials, present slides and disseminate meeting materials

• Maintain and update shared calendars and trackers to document SMT and Executive Board travel and leave

• Submit credit card reconciliations and reimbursements on behalf of the SVP, as appropriate

• Support teams in obtaining signatures and approvals from the SVP

Information / Document Management and Internal Communications   • Work with Strategy & Performance team to maintain files and disseminate resources from pillar, departmental, and inter-departmental meetings

• Support pillar document formatting and meeting preparation

• Organize Box (online storage) folders and support collaboration and archival organization across CRRD

• Update organizational charts monthly, alongside departmental teams’ org charts as needed

• Oversee regular Distribution List updates and ensure accuracy of mailing lists  

• Update the Emergency Contact List Card in coordination with Safety & Security colleagues

• Support onboarding for new CRRD hires that include scheduling time with pillar leaders 

Systems, Process Improvement, and Ownership Opportunities • Take ownership of discrete strategic planning and coordination tasks in partnership with the SVP’s office and the wider team, with scope that can grow to match your strengths and interests

• Identify and lead administrative process improvements that streamline how the department works

• Support the roll-out of new software, tools, and protocols – potentially from testing through to adoption

Special Events and Special Projects • Support with annual Core Humanitarian Standards audits (uploading policies an

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