Administrative Coordinator

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. The Airbel Impact Lab, IRC's Research & Innovation Unit, designs, tests, and scales life-changing, cost-effective solutions for or people affected by conflict and disaster. By applying deep technical expertise and field experience with a range of skills from the behavioral sciences, human-centered design, research, and strategy in humanitarian contexts, we work to develop breakthrough solutions that combine creativity and rigor, and a desire to think afresh with the experience of a large-scale implementing organization. Position Overview The Administrative Coordinator serves as the coordination and logistics backbone for Airbel's senior leaders, ensuring smooth day-to-day operations across a globally distributed team. This role provides essential executive administrative support to the Chief Research and Innovation Officer (CRIO) and members of the Senior Leadership Team (SLT), while also supporting IRC's new Canada office's administrative and operational needs (under the leadership of an Airbel Senior Leadership Team member). Key responsibilities include calendar management, expense reconciliation, travel coordination, and scheduling support for Airbel's CRIO and SLT members, as well as logistics support for Advisory Board meetings and administrative and operational support for the Canada office. This role is ideal for a highly organized, detail-oriented professional who thrives in fast-paced, complex environments. The successful candidate takes pride in anticipating needs, solving problems proactively, and creating the conditions that allow teams and leaders to operate at their best. Key Responsibilities ● Executive Support (75%) ○ Serve as the primary administrative partner to Airbel's Chief Research & Innovation Officer (CRIO), proactively and strategically managing a complex, high-volume, and rapidly shifting calendar. Anticipate needs, prioritize competing demands, and ensure the CRO's time is aligned with organizational priorities and high-impact engagements. ○ Provide executive administrative support to Airbel's Senior Leadership Team, effectively navigating competing priorities with sound judgment, discretion, and strong stakeholder management to drive alignment and operational efficiency. ○ Coordinate and manage all aspects of domestic and international travel, including itinerary development, visa coordination where needed, briefing materials, and real-time adjustments. ○ Ensure timely and accurate expense reconciliation, maintaining compliance with organizational policies. ○ Prepare and manage meeting logistics and executive workflows, including agenda development, briefing document compilation, note-taking, and follow-up tracking. Support decision-making by ensuring leaders are well-prepared and that action items are clearly documented and executed. ○ Provide end-to-end logistical support for Airbel Advisory Board work and meetings, including timeline management, scheduling, travel and venue coordination, and stakeholder communications. ○ Continuously identify opportunities to improve administrative systems, workflows, and processes to enhance efficiency, responsiveness, and overall executive support. ● Canada Office Administration & Operations (25%) ○ Support IRC Canada governance and compliance by coordinating board and member meetings and maintaining adherence to regulatory requirements. ○ Manage finance and procurement processes, including purchase card reconciliation, procurement requests, invoice processing, and non-personnel expenditures (Integra). Liaise with Finance on budget tracking, and support expense reporting, salary allocations, and grants administration. ○ Prepare consultant and vendor agreements in coordination with Global Supply Chain and Human Resources, and support onboarding of new hires (system access, orientation) in partnership with People & Culture and hiring managers. ○ Provide administrative and logistical support to the IRC Canada President, including calendar management, external engagement coordination, travel planning, correspondence, and support for visiting IRC staff. Job Requirements: ● 4–6 years of professional experience, preferably with an international NGO or global organization. ● Proven ability to balance multiple priorities in a fast-paced environment. ● Experience supporting senior leaders with scheduling, communications, and administrative tasks. ● Strong interest in research and innovation in the humanitarian sector. ● Flexible, proactive, and solutions-focused approach. ● Strong interpersonal skills, with the ability to collaborate well across diverse groups and time zones. ● Dedication to excellent customer service and timely problem-solving. ● Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint). ● Strong written and spoken English; proficiency in French, Spanish, or Arabic is an advantage. Compensation: (Pay Rate: $70,000 - $90,000).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. 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. Cookies: https://careers.rescue.org/us/en/cookiesettings 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. 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. 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. #li-1 The International Rescue Committee (IRC) helps people whose lives have been shattered by conflict and disaster to survive, recover and rebuild. We are trusted for our ability to reach people in the toughest places, put our clients at the center of everything we do, and - as an evidence-based organization - to relentlessly improve the impact we deliver for those we serve. If you're ready to be part of a team that brings ingenuity, fortitude and optimism to making a lasting impact, we want to hear from you. The IRC Way, our code of conduct, is founded upon our core values of Integrity, Accountability, Service and Equality. These values unite IRC staff around the world and keep our programs firmly directed towards the well-being of our clients while meeting the expectations of our donors as responsible stewards of their resources.