The American Legion is hiring: Administrative Assistant in Washington

This range is provided by The American Legion. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

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This position is responsible for performing general tasks for the Veterans Affairs and Rehabilitation Director, in support of their Commission, Committees and Division.

ESSENTIAL FUNCTIONS

Office Administration

Serve as receptionist

• Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
• Screen phone calls, redirect calls, and take messages
• Receive deliveries; sort and distribute incoming mail

Organize and schedule meetings and appointments

• Maintain calendars and invitations
• Maintain contact lists
• Coordinate on-site, virtual and other meetings/events

Produce and distribute correspondence, such as memos, letters, emails, invoices, reports and other correspondence

• Prepare, dispatch and archive correspondence and meeting minutes
• Assist in the preparation of regularly scheduled reports
• Create and maintain filing systems, both electronic and physical
• Process citations and certificates

Manage accounts and perform bookkeeping

• Order office supplies; create purchase requests
• Prepare the monthly credit card and travel expense reports
• Distribute payroll and payable checks

Prepare and facilitate IT equipment and help desk requests

• Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Maintain office supplies inventory

• Determine inventory level; anticipate needs; place orders; and verify receipt of purchases

Travel Arrangements

• Coordinate airline, hotel and other required reservations

Events (National Convention, Washington Conference, Spring/Fall Meetings)

• Prepare invitations, agenda, reports, etc., in connection with events
• Arrange logistics (transportation, on-site points of contact, schedule, etc.)
• Communicate with participants to coordinate details and gather required information
• Travel in support of the organization, as required

Perform other duties as assigned.

Reports directly to: VA&R Director

Education/Technical Knowledge

High school diploma or equivalent; college degree preferred

Additional Skills Needed

• Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.)
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills

Experience

3 years up to 5 years

Problem Solving

Involves the evaluation, refining and improving of concepts and practices or the trying out of developments and ideas of others.

Impact of Decisions

Work involves opportunities for judgmental errors which would result in substantial added cost or reduced efficiency within and between functional units until corrected- usually requires longer time.

Internal and Public Contacts

Inside the organization, which require the routine exchange of information or simple factual data. Outside contacts are routine and/or negligible.

Physical Factors and Working Conditions

Physical demands of the position are those, which require manual dexterity for typing/word, processing. 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 area with air conditioning. Must be able to travel occasionally. 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.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative and General Business

Industries

Non-profit Organizations

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

Pension plan

Tuition assistance