Administrative Assistant

2 months ago

Elizabeth, New Jersey, United States International Rescue Committee Full time

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

SCOPE OF WORK: The Administrative Assistant is responsible for both receptionist services and administrative duties for the IRC in the New Jersey office.

MAJOR RESPONSIBILITIES:

  • Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage the flow of visitors during peak periods such as open office hours.
  • Answer and direct incoming telephone calls. Take messages and answer basic questions.
  • Assist with safety and security measures as required.
  • Order and maintain stock of needed office supplies. Review inventory and monitor prices.
  • Maintain office equipment including copier, fax, printer, scanner, and projector in good working order. Arrange for maintenance and repair as needed.
  • Maintain donations inventory.
  • Responsible for making ID badges and maintaining office photo lists.
  • Ensure new staff and interns have access to ID cards, swipe cards, and office keys.
  • Coordinate calendaring and use of shared spaces such as conference rooms and classrooms.
  • Receive and distribute mail. Process outgoing mail and deposit it in the mailbox on a daily basis.
  • Comply with agency policies and protocol.
  • Other tasks and projects as directed by the supervisor.

Key Working Relationships:

Position Reports to: Operations Manager

Position directly supervises: Interns

JOB REQUIREMENTS:

  • High school diploma required; some university education preferred
  • Fluency in English with strong verbal and written communication skills required
  • Fluency in Spanish is strongly preferred. The ability to speak additional languages common among IRC clients is a plus; especially Haitian Creole and French
  • Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook
  • Must be well-organized, reliable, professional, detail-oriented and flexible
  • Desire to work as a team member and in a multicultural workplace
  • US work authorization

Working Environment:

  • Standard office environment. Position is fully in-person.

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.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

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: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.


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.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.

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