Requête nº: req12502

Intitulé de poste: Administrative Assistant to the COO

Secteur d’activité: Bureau administratif/général

Type de contrat: Régulier

Taux d’occupation: Plein temps

Ouvert aux expatriés: Non

Lieu de travail: New York, NY HQ USA

Descriptif du poste

The Office of the Chief Operating Officer (COO) is comprised of Operational functions, Strategy, Gender Equality and External Relations. The COO drives an agenda of innovation and is focused on ensuring that each department is results and data-driven, strategically aligned, and designs and delivers right fit services to the IRC’s country programs and Resettlement and Integration offices. In this context, the Administrative Assistant’s primary responsibility is to provide high quality, core administrative support to COO in continuing to build an effective and performance-focused department. A critical part of the role is operating as the pro-active, visible leader among peers across the Office of the COO.

Major Responsibilities:

•Lead the daily workflow of the COO, including scheduling, handling appointments, and streamlining emails

•Coordinate travel arrangements as needed, including flight, accommodation, visa application and ground transportation

•Review 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. 

•Assist in the preparation of meeting materials and reports (such as for IRC Board of Directors), including research, data collection, preparation, and assembly of materials

•Act as the communications lead of the office of the COO to ensure a cohesive department culture by designing, developing and implementing effective communication strategies

•Coordinate with Administrative Assistants of 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

•Receive and greet visitors as needed (once back in the office)

•Perform other job-related duties, as assigned

Profil

Education: Bachelor’s degree or equivalent experience

Work Experience:

•Minimum:  Minimum 2 years of full-time professional work experience, with at least 1 year of experience working as an Assistant to senior leadership or in a comparable role

Demonstrated Skills and Competencies:

Minimum: 

•Ability to communicate and collaborate with tact and diplomacy, both orally and in writing

•Ability to organize, plan, schedule, determine/balance priorities and meet deadlines

•Excellent presentation and meeting arrangement skills – a good understanding of how to build high impact settings

•Service-orientation and flexibility, dedication to help and support in a fast-paced, constantly evolving environment

•Strong interpersonal and relationship-building skills, ability to maintain positive working relationships at all organizational levels

•Ability to take initiative, function independently and navigate ambiguity

•Strong attention to detail, excellent discretion, judgment, tact, initiative, creativity, critical thinking, organizational skills, and self-motivation

•Demonstrated interest in the humanitarian sector and the IRC’s mission

•Strong computer proficiency in Microsoft Word, Excel, Power Point and Outlook.

Language Skills: English (fluent); French, Spanish, or Arabic is a plus

Working Environment:

This role requires working remotely full or part time (i.e., telecommuting). Applicants will need a home or alternate workspace where they can effectively complete their work during regularly scheduled hours.