Job Description

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 40 countries and 29 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.

BACKGROUND: The International Rescue Committee (IRC) responds to the world's worst humanitarian crises and helps people to survive and rebuild their lives. At work in over 40 countries and 28 U.S. cities to restore safety, dignity and hope, the IRC leads the way from harm to home. The IRC in Tallahassee office was established in 2015 and has resettled over 1,950 refugees from 50 countries into the Tallahassee, Florida.

SCOPE OF ADMINISTRATIVE ASSISTANT INTERN WORK: The role of Administrative Assistant to the Site Director is a pivotal position that provides essential administrative support to enhance the efficient operation of service areas. In this dynamic role, you will manage the Director's calendar, schedule meetings, arrange travel and appointments, and handle communications and correspondence on behalf of the Site Director. You will play a key role in coordinating meetings by preparing agendas, taking notes, and following up on action items, which will help keep the team organized and focused. In addition, you will oversee office supplies, assist with data entry and database maintenance, support grant and fundraising efforts, and organize both internal and external events to strengthen the agency's outreach. A critical aspect of this position is ensuring the confidentiality of sensitive refugee data, thereby helping the Site Director comply with relevant regulations. You will also contribute to the agency's reporting needs for stakeholders and funding organizations, ensuring transparency and accountability. To succeed in this role, strong organizational skills, attention to detail, and proficiency in office software are essential. Ideally, candidates will have 2-3 years of experience in an administrative capacity, particularly in the nonprofit or refugee resettlement sector. As the Administrative Assistant, you will collaborate closely with staff and external partners, helping further the agency's mission of supporting refugees. Your performance will be evaluated based on the accuracy, timeliness, and professionalism of your work, along with your communication skills and overall support to the Site Director. This position offers a unique opportunity to make a meaningful impact in the lives of those you serve.

The hours for this position are flexible; however, will primarily be between 9AM and 5PM on weekdays, with occasional weekend activities. Please note that all internship positions are unpaid. This position requires a minimum of 15 hours a week for 3 consecutive months.

RESPONSIBILITIES: The A dministrative Assistant Intern will assist the Site Director with the following tasks:

• [ Support the Site Director in planning and implementing programs and activities for refugee clients.

• Assist in coordinating logistics and resources for workshops, community events, and service delivery.

• Manage and maintain project documentation, including client records, reports, and meeting notes.

• Help with preparing summaries and recommendations for program improvement.

• Assist in preparing communication materials for clients, staff, and community partners.

• Aid in maintaining databases and filing systems to ensure efficient information retrieval.

• Coordinate meetings with staff, volunteers, and community stakeholders, including scheduling, preparing agendas, and taking minutes.

• Perform data entry and analysis for program-related reports and grant applications.

• Conduct research to support program development and client needs assessments.

• Support general administrative tasks, such as ordering supplies, managing office resources, and maintaining inventory.

• Draft and proofread internal and external communications, including emails and reports.

• Assist with grant proposal preparation by gathering necessary documentation and data.

• Help maintain compliance with agency policies and procedures by ensuring documentation is accurate and up-to-date.

• Develop and implement administrative processes to improve workflow and efficiency.

• Support outreach efforts by maintaining mailing lists and tracking community engagement activities.

• Other duties as assigned

REQUIREMENTS:

• Excellent communication and writing skills

• Strong organizational and time management skills.

• Organized with attention to detail

• Able to work independently and under pressure within a diverse team

• An interest in international and refugee issues

• Creativity and initiative to follow through on projects

• Strong desire and enthusiasm to help people

• A proactive attitude with a willingness to learn and take on new challenges

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable using client database management systems.

• Submit intern hours on volunteer dashboard

This will be an in-person role.

The internship will be filled on a rolling basis. We will continue to accept applications until April 18, 2025, or until the position is filled, whichever occurs first. Internship will begin the week of May 12 th , 2025

This position will report to the Site Director.

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.

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