The American Legion is hiring: Administrative Assistant in Indianapolis

The Administrative Assistant provides vital operational and administrative support to the Marketing Division, ensuring that projects move forward efficiently and internal systems stay organized. This role combines high-level administrative assistance with cross-functional project coordination, process improvement, and information management. The ideal candidate is detail-oriented, able to manage multiple priorities in a fast-paced environment and brings a proactive approach to supporting the team’s goals. This is an office-based position at The American Legion National Headquarters.

ESSENTIAL FUNCTIONS:

Division Operations & Project Support

1. Establish and maintain core marketing operations, including weekly reports, team dashboards, project timelines, shared drive organization, presentation materials, and recurring internal communications.
2. Track project workflows, deadlines, and deliverables to support efficient execution across campaigns, events, and content production.
3. Assist with onboarding new team members and interns to ensure understanding of departmental systems, tools, and protocols.
4. Identify and implement process improvements that support productivity and reduce inefficiencies with digital tools such as Microsoft Teams and other organizational resources.

Administrative Coordination

1. Manage department-wide calendars, schedule internal and external meetings, and coordinate logistics such as travel, accommodations, AV support, and cater for marketing-related events or meetings.
2. Support general office needs including shipping, supply inventory, email responses, mail handling, and file organization.
3. Assist with departmental financials by tracking budgets, processing invoices, submitting check requests, managing credit slips, and preparing expense reports.

Partner & Stakeholder Support

1. Assist in managing corporate and nonprofit partnerships by overseeing onboarding workflows, maintaining updated folders, tracking contract status, and ensuring deliverables are entered into internal and partner-facing systems and managing all onboarding processes.
2. Organize and prepare materials for partner and leadership meetings, including agendas, meeting packets, logistics, and follow-up recaps or action items.
3. Respond to incoming inquiries from members, sponsors, and outside organizations, routing requests appropriately and maintaining follow-up records.

Digital & Asset Management

1. Support the web and digital teams by helping document workflows, specifications, and functionality related to website features, content updates, and digital tools; maintain organized reference materials for internal and cross-departmental use.
2. Support internal content and creative processes by maintaining naming conventions, tagging systems, and archiving protocols.
3. Help develop internal guides and documentation to support local posts and members in sourcing marketing resources and materials.

Event Support

1. Assist with onsite and pre-event logistics for major programs such as National Convention, youth programs, and corporate partner activations.
2. Help coordinate signage, materials shipping, registration materials, internal timelines, and vendor communication as needed.
3. Occasional travel may be required.

Other Duties

1. Maintain an organized and efficient office workspace and digital filing structure for the department.
2. Draft internal communications, briefings, or slide decks to support leadership and team reporting.
3. Perform additional duties as assigned.

Education/Technical Knowledge:

High school education or equivalent required. Associate or bachelor’s degree, preferred.

Additional Skills Needed:

1. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
2. Advanced Power Point and Excel skills preferred
3. Resourceful, research-minded individual who knows how to find answers and solve problems
4. Excellent written and oral communication skills
5. Strong organizational skills that reflect the ability to perform and prioritize multiple tasks and complete in a timely manner with a high level of accuracy
6. Professional attitude and ability to deal effectively and graciously with internal and external people of all ranks
7. Handles pressure well in a fast-paced environment
8. Must be able to work and plan independently

Experience:

3 yrs. Up to 5 yrs.

Supervision of Others:

This position involves no responsibility of authority for the direction of others.

OTHER JOB-RELATED FACTORS:

Problem Solving:

Involves the investigation and analysis of information readily available, interpreting data, planning ahead in the complete layout of work for others.

Impact of Decisions:

Work involves opportunities for procedural acts where errors would result in moderate costs or cause waste or delay beyond the immediate area or activity.

Internal and Public Contacts:

Within the organization with persons up to and including same level on matters which could be controversial, and which require cooperation and/or approval, and/or outside organization involving services and/or general business, but where unusual problems would be resolved by the incumbent’s superior.

Physical Factors and Working Conditions:

Physical demands of the position are those, which require manual dexterity for typing/word processing; good telephone voice; ability to travel by any mode of public transportation. The employee is regularly required to talk and hear. The employee frequently is required to stand, walk; sit; use hands to fingers; and reach with hands and arms. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. Working conditions are within a well-lighted, air-conditioned office environment. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the physical demands of the job.