Spring 2025 Administrative Assistant Intern

International Rescue Committee
United States, Florida, Tallahassee
Nov 22, 2024
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. 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. Please note that all internships are unpaid. This position requires a minimum of 15 hours a week for 3 consecutive months. RESPONSIBILITIES: The Administrative 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 Minimum Qualifications: 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 to help people and enthusiasm for working in a multi-cultural setting 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. 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. 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.