Administrative Assistant, Policy & Advocacy and Marketing & Mobilization

The Administrative Assistant supports the administrative and logistical needs of the VP of Policy & Advocacy and the VP of Marketing & Mobilization. The role involves managing appointments, coordinating international travel, handling finance transactions, and providing team administrative support including onboarding and meeting coordination.

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.
• Support department-wide rollout of systems and processes related to expensing.
• 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 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 to ensure accuracy with staffing and structural changes.
• 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 preferred.
• Prior experience working as an administrative assistant preferred.
• Interest in a fundraising career preferred.
• Experience working with high net-worth individuals and/or senior partners a plus.
• 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.
• 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.

Skills

• Office Management
• Calendar Management
• Complex Scheduling
• Microsoft Office Suite
• Database Management
• Adobe Acrobat
• Travel Coordination
• Financial Transactions
• Meeting Coordination
• Onboarding Support
• Donor Confidentiality
• Interpersonal Communication
• Listening Skills
• Attention to Detail
• Cross-functional Teamwork
• Nonprofit Development
• Fundraising Interest
• Experience with High Net-worth Individuals

Languages

English