Administrative Assistant, Global Board Engagement

The Administrative Assistant supports IRC's Global Board of Directors and Board of Advisors by managing complex logistics, scheduling, communications, and records with discretion and accuracy. This role works closely with internal leadership and external board members to ensure smooth board operations and engagement.

Responsibilities

• Attend and take minutes for four to six Board committees, each meeting three to four times a year.
• Prepare minutes for external sharing and condense them into two-page summaries for the Board of Directors.
• Coordinate annual committee and Board meeting schedules, orientation sessions, and ad hoc meetings with internal and external leadership.
• Provide day-of logistical support at quarterly in-person Board meetings, and arrange rooms and IT for internal and external meetings.
• Produce the monthly internal Bulletin for fundraising staff who partner with Board and Advisors members and the external monthly newsletter for Board and Advisors, and coordinate related internal updates as needed.
• Track candidates for the Nominating & Governance Committee as they move through the pipeline, maintaining accurate, confidential records.
• Keep Board and Advisors contact information, activity records, and campaigns current in Salesforce, and maintain email distribution lists and team materials in RescueNet and Box.
• Handle purchase requests, the team credit card, expense reports, and invoices.
• Support ad hoc Board related projects and perform other administrative and job-related duties as assigned.

Requirements

• Bachelor's degree preferred, but not required.
• 3 years of relevant work experience in a fast-paced environment, with gradually increasing responsibilities and a track record of high performance.
• Prior experience working as an administrative assistant.
• Experience working in a non-profit business development department a plus.
• Experience working with high net-worth individuals and/or senior partners a plus.
• Experience working with database platforms, such as Salesforce, a plus.
• Bring a can-do attitude, flexibility, and resilience to navigate ambiguity, shifting priorities, and setbacks with positivity and enthusiasm.
• Ability to pivot and adapt to rapidly changing circumstances.
• Thrives in a dynamic, fast-paced environment. Calm under pressure.
• Outstanding attention to detail and problem-solving skills.
• Strong organizational and time-management skills to deliver on tight deadlines and make progress against multiple demands.
• 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.
• Maintains the highest standards of discretion and confidentiality in handling sensitive information.
• Ability and interest to work both independently and in a complex, cross-functional team structure.
• Proactive, takes initiative and anticipates needs.
• Cordial and kind demeanor in all interactions, fostering a welcoming and collaborative environment.
• Experience with Outlook email and calendar and familiarity with complex scheduling.
• Highly proficient in Microsoft Office suite; strong in database management and Adobe Acrobat Pro experience.
• Familiarity with AI tools such as Claude, and interest in using them to improve existing systems and workflows (preferred)

Skills

• Administrative Assistance
• Database Management
• Salesforce
• Microsoft Office Suite
• Adobe Acrobat
• Outlook Email Management
• Calendar Scheduling
• Complex Scheduling
• Time Management
• Organizational Skills
• Problem Solving
• Interpersonal Communication
• Confidentiality Management
• Cross-functional Teamwork
• Proactive Initiative
• AI Tools Familiarity
• Business Development Experience
• High Net-worth Client Engagement

Languages

English