Regional Executive Support Manager at International Rescue Committee

Responsibilities 

General Administration for Regional Team 60%

• Administration
• Provide senior-level office management support to the Regional Vice President, Deputy Regional Director, and teams including managing diverse and complex office logistics, centralizing calendaring, meeting requests, and archiving.
• Organize all inter-departmental meetings inclusive of developing and distributing comprehensive agendas, taking and sharing notes, preparing any presentations or related documentation, room booking, etc. and following up on action plans as required.
• IT support: 
• Provide support in IT coordination and troubleshooting, liaising with the IT service desk as necessary for the Regional Vice President, Deputy Regional Director, and Country Directors.
• Take the lead in developing and maintaining WACAR RescueNet intranet space, including uploading data/ updates.
• Communication: 
• Handle daily incoming calls, inquiries, and emails and process them accordingly. Support with regional communication outreach.
• Financial Support: 
• In collaboration with Global Real Estate and Workplace Solutions (GREWS) I-HUB finance and procurement team raise Purchase requests.
• Maintain a financial tracker for visits to the region to ensure needed payments are made in a timely manner.
• Maintain Integra-related expense management procedures for WACAR senior regional teams.
• Travel Support
• Coordinate and oversee end-to-end logistics for IRC Senior Leaders travel and field visits, including itinerary design, briefing materials preparation, and real-time adjustments to ensure a seamless and secure executive experience,
• Follow up on travel details, visas, and accommodations, and coordinate schedules for senior visitors to the region as required.
• Support onboarding needs for new regional team members.
• Gracefully and diplomatically represent IRC internally and externally.
• Event Planning and Delivery
• Develop and manage comprehensive WACAR Regional calendars, including internal and external events.
• Contribute to the flawless execution of critical engagements/events in the regions run by IRC, ensuring seamless logistics and stakeholder support. Organize and execute regional conferences and workshops as assigned, inclusive of arranging suitable dates, times, venues, travel, catering, and reconciliation of expenses against approved budgets.
• Capture key takeaways from events and follow up on action items.

Analysis support for the region 20%

• Collating related information from seminars, conferences, and workshops, desk research, and creating data for Regional SMT decision-making.
• Support in creating data dashboards as directed by the Regional Vice President and Deputy Regional Director.

Communications 20%

• Provide high-level communication support to the Regional Vice President and Deputy Regional Director- inclusive of managing the calendar, management of meetings/ appointments providing support in email management, managing travel, and tracking key initiatives.
• Maintain and update the region’s external contact list as well as the internal regional mailing lists.
• Under the direction of the Regional Vice President and or the Deputy Regional Director, produce polished written communication in English & French.
• Support in the preparation of internal communication as requested by Regional Vice President and Deputy Regional Director.

Key Working Relationships: 

• Position Reports to WACAR Regional Vice President
• Position directly supervises: N/A
• Other Internal and/or external contacts:

Internal:

• Deputy Regional Director
• Regional Leads
• Country Programs Teams: Country Directors and Senior Management Teams
• Global Real Estate and Workplace solutions (GREWS) team at I-HUB
• Frequent contact with HQ & Global Staff

External:

• INGO Counterparts, Legal Counsel, Governmental & official entities.

Job Requirements:

• Education: Bachelor’s degree in business administration or any related field.
• Work Experience: 4 to 5 years of experience in a similar role, preferably working in INGO environment.