Job Description

The International Rescue Committee's (IRC) External Relations (ER) department enables the IRC to respond to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Within ER, the Philanthropy team leads the organization’s work with high-net-worth individuals. Marketing & Mobilization (M&M), also within ER, drives communications and marketing that build the IRC’s global profile and brand, deepen donor engagement, and influence key audiences. ER is seeking a Department Manager to provide high-level administrative and operational support to the Senior Directors for USA Philanthropy, the Vice President for Philanthropy, Foundations and Trusts, and Board Engagement, and the Chief Marketing & Mobilization Officer (CMMO).

Major Responsibilities:

• Partner with and support the Senior Directors of Philanthropy East and West, the Vice President for Philanthropy, Foundations and Trusts, and Board Engagement, and the Chief Marketing & Mobilization Officer (CMMO) through complex calendar management, meeting coordination, travel planning, operational support, and expense processing.
• Oversee information flow and meeting cadence across teams, including drafting and compiling updates, setting agendas, and supporting monthly team meetings and leadership forums.
• Support people operations and team infrastructure for Philanthropy and M&M, including HR forms, new hire set-up, distribution lists, Box/Teams access, and coordination of IT and office services and meeting logistics.
• Own and manage shared team inboxes and operational accounts (e.g., donations inquiries, subscriptions, shipping/courier accounts), including routing, renewals, reconciliation, and management access.
• Provide finance operations support including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed.
• Maintain and update key team-wide materials (e.g., org charts, onboarding materials, and internal intranet/team pages) to ensure accuracy with staffing and structural changes.
• Coordinate staff offboarding logistics including equipment return and timely updates to access, distribution lists, Teams, and reference materials.
• Work closely with Philanthropy SDs, VPs, and the CMMO on priority projects, coordinating and attending key meetings, managing action‑item follow‑up, and supporting meeting prep, briefings, and fundraising materials as needed.

Key Working Relationships:

Position Reports to: Senior Officer, Strategic Planning and Operations, Philanthropy

Indirect reporting: Other internal and/or external contacts: Works closely with other colleagues and departments across the organization.

Candidate Requirements:

Education:

• Bachelor’s degree preferred but not required.

Work Experience:

• At least one year in a fast-paced office setting (internship experience counts too!)

Preferred:

• Experience working in a non-profit development department
• Prior experience working as an administrative assistant
• Interest in a fundraising career
• Experience working with high net-worth individuals and/or senior partners a plus

Demonstrated Skills and Proficiencies:

Minimum

• 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
• Have a 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

Preferred

• Experience with Salesforce, Raiser’s Edge, or other donor database management system

Working Environment: This role is hybrid and requires the ability to work on-site in the NYC office (vaccination required). Applicants must have a home or alternate workspace they can effectively complete their work from during regularly scheduled hours.

Compensation: (Pay Range: $67,000 – $76,000) 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.

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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 $163 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.