Job Overview/Summary:
The Department Manager’s primary responsibility is to provide high quality, process, operations, communications and administrative support to COO and t0 the VP, Policy & Advocacy (P&A) to help the IRC operate as an effective nonprofit, and in particular achieve its advocacy, influence, profile and fundraising goals.
A critical part of the role is acting as a pro-active, visible leader among peers across the Office of the COO. The Department Manager will have visibility into and support the most strategic Headquarters efforts of the IRC. This person will be responsible for managing internal communications to hundreds of employees on behalf of the COO, as well as external communications to donors, board members, and supporters.
A second critical part of this role is acting as the go-to operational to the VP, Policy & Advocacy. This role will be enable a global team of policy and advocacy specialists located across the US, UK, Belgium, Sweden, and Germany to operate as a cohesive unit, maximizing its efficiency and effectiveness by streamlining processes and administrative needs.
The Department Manager will care deeply about organizational culture and inclusion, and support efforts to maintain open communication between leadership and teams.
Major Responsibilities:
Lead the daily workflow of the COO and VP, P&A, including optimizing calendar and time spent, correspondence on behalf of the COO, and streamlining follow-ups from emails and meetings. Conceptualize and coordinate international travel as needed, including program meetings, external engagements, flights, accommodation, visa application and ground transportation.Maintain ongoing knowledge of key department strategies and initiatives to brief the COO and VP, P&A each week.Assist in the preparation of meeting materials, reports, and talking points (Including for CEO, IRC Board of Directors, and key government officials), including research, data collection, preparation, and assembly of materials.Act as central communications point for the COO to ensure a cohesive department culture by designing, developing and implementing effective communication strategies and communicating regularly with executive staff.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, purchase orders, contract payments and other financial transactions for approval. Support department-wide rollout of systems and processes related to expensing. Conduct data-driven analyses as needed.Perform other job-related duties, as assigned.
Key Working Relationships:
Position Reports to: Senior Director, Strategy & Delivery
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
Must be able to work on-site in NYC officeWork 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 or in a comparable roleDemonstrated Skills and Competencies:
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 skillsStrong writing skills, ability to communicate in writing to various audiencesService-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, 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, PowerPoint and Outlook. Adept at learning new technology platforms.Language Skills: English (fluent);
Working Environment: This role requires working remotely part time (i.e., telecommuting). Applicants will need a home or alternate workspace where they can effectively complete their work during regularly scheduled hours. Candidate will be expected to work onsite Tuesdays - Thursdays
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: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.
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.
Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.