Job Overview/Summary:
The Department Manager’s primary responsibility is to provide high quality process, operations, and administrative support to IRC’s executive to help the IRC operate as an effective nonprofit. In this role, you will support decision making processes across global IRC functions, ensuring leadership alignment on key organizational priorities. A critical part of the role is acting as a pro-active, visible leader among peers across Headquarters, managing monthly routines across other Department Managers, identifying best practices, and project-managing cross-functional projects.
Major Responsibilities:
Lead the daily workflow of the executive, including optimizing calendar and time spent, ensuring timely correspondence on behalf of the executive, and streamlining follow-ups from emails and meetings. Conceptualize and coordinate international travel as needed, including program and external meetings, speaking engagements, flights, accommodation, visa application and ground transportation.Maintain ongoing knowledge of key department strategies and initiatives to brief the executive each week and write organization-wide communications.Assist in the preparation of meeting materials and reports (Including for CEO and IRC Board of Directors), including research, data collection, stakeholder input, talking points, and organized assembly of materials.Act as central communications point for the executive to ensure a cohesive department culture by designing, developing and implementing effective communication strategies and communicating regularly with executive staff.Ensure effective knowledge management for the department by optimizing internal website and departmental resources, and leading coordination of departmental support team.Coordinate with other HQ departments to plan internal leadership meetings and organization-wide activities to promote a positive work culture and encourage interaction within and across teams.Review and submit expense reports, contract payments and other finance transactions for approval. Support department-wide rollout of systems and processes related to expenses. Conduct data-driven analyses as needed.Perform other job-related duties, as assigned.
Key Working Relationships:
Position Reports to: Senior Director
Position directly supervises: N/A
Other Internal and/or external contacts: Works closely with other departments across the organization
Job Requirements:
Education: Bachelor’s degree or equivalent experience
Work Experience:
Minimum: Minimum 3 years of full-time professional work experience, with at least 2 years of experience working as an Executive Assistant to senior leadership in a global organization or in a comparable role
Demonstrated Skills and Competencies:
Minimum:
Ability to communicate and collaborate with tact and diplomacy, both orally and in writingAbility to organize, plan, schedule, determine/balance priorities and meet deadlinesExcellent presentation and meeting arrangement skills - a good understanding of how to build high impact settingsService-orientation and flexibility, dedication to help and support in a fast-paced, constantly evolving environmentStrong interpersonal and relationship-building skills, ability to maintain positive working relationships at all organizational levelsAbility to take initiative, function independently and navigate ambiguityStrong attention to detail, excellent discretion, judgment, tact, initiative, creativity, critical thinking, organizational skills, and self-motivationDemonstrated interest in the humanitarian sector and the IRC’s missionStrong computer proficiency in Microsoft Word, Excel, Power Point and Outlook. Adept at learning new technology platforms.
Language Skills: English (fluent);
Work Environment: Must be able to work on-site in NYC office; hybrid schedule
Compensation: Posted pay ranges apply to US-based candidates. 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.
Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $143 per month, dental starting at $6.50 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.