Executive Administrative Assistant to Executive Director - American Legion Auxiliary

Job Description

General Summary:

As the Executive Administrative Assistant, you will directly support the Executive Director, offering comprehensive administrative assistance and aiding in compliance tasks to ensure adherence to regulatory standards and ethical guidelines. This position requires outstanding organizational skills, and a dedicated commitment to upholding compliance while promoting the mission of the organization.

 Key Responsibilities:

• Demonstrates respect, is discreet and projects a professional image assuring that all matters are handled in a manner always reflecting the values and standards of the organization.   
• Demonstrates a significant understanding of program and organizational structure and policies; conducts complex and comprehensive clerical research using a variety of resources; verifies information and crosschecks with other resources. 
• Maintains confidence and communication with the Executive Director; seeks ways to assist with organization of work and responsibilities. 
• Takes initiative to manage written, electronic, and personal inquiries to the Executive Director, to compose responses within capacity and to control interruptions. 
• Provide administrative support to the Executive Director, including scheduling meetings, conference calls, and managing calendars. 
• Coordinate travel arrangements, including flights, accommodations, and itineraries. 
• Assist in preparing meeting agendas, minutes, reports and presentations. 
• Manage incoming calls, emails, and mail, redirect inquiries as necessary. Screen calls and handle inquiries, ensuring prompt and appropriate responses. 
• Assist in distributing internal and external communications to appropriate recipients. 
• Collaborate with colleagues to ensure efficient workflow and address any administrative needs. 
• Assists in distributing communication from Executive Director to the organization. 
• Assesses deadlines on incoming requests, maintains a “tickler” system and begins preliminary work or coordination of administrative tasks. 
• Prioritizes work so projects and tasks are completed efficiently and effectively according to policies and procedures, schedules, deadlines and budgets. 
• Prepares check requests for invoices and submits for payment according to organizational policies. 
• Reconciles credit card statements and out-of-pocket reimbursements, matching receipts and/or invoices with charges and coding to appropriate budget lines. 
• Retrieves and researches information as required. 
• Serves as back up to the Front Desk Coordinator. 
• Ability to travel and work weekends. The Executive Administrative Assistant travels to National Convention and other meetings as authorized; takes notes and/or meeting minutes as requested; works with event planning staff to handle other details as necessary. 
• Assist in maintaining and organizing compliance-related documentation, contracts, records, and reports. 
• Ensure all required compliance documents are filed and readily accessible. 
• Collaborate with team members to update and maintain compliance manuals and policies. 
• Ensures confidentiality and security of information and materials. 
• Participate in periodic compliance audits to assess the organization's adherence to regulations and internal policies. 
• Support the Executive Director in coordinating with external regulatory agencies and auditors. 
• Help identify and reports any compliance violations or irregularities. 
• Assist in implementing corrective actions based on audit findings.
• Works with the Finance Division to support necessary audit records.  
• Complete Risk and Compliance Meeting minutes.
• NEC Paperwork, includes creating/updating Formstack, collections, and tracking. 
• Assist in creating training materials and presentations on various compliance topics. 
• Enters data accurately into database and systems. 
   

 Knowledge, Skills and Abilities: 

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 
• Excellent communication skills to establish and maintain effective communications with staff, vendors, clients, and American Legion Auxiliary members, in a professional, timely, and courteous manner. 
• Must be able to work in a fast-paced environment with the ability to organize and prioritize tasks to ensure timely completion of all projects; ability to work on numerous projects simultaneously. 
• Must have a prominent level of interpersonal skills to manage sensitive and confidential situations.  Position continually requires demonstrated poise, tact, and diplomacy. 
• Work requires continual diligence in composing, typing, and proofing materials, establishing priorities and meeting deadlines.  
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and virtual meeting platforms. 
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing activities practices. 
• Thorough knowledge of administrative and non-profit organization practices. 
• Skill in developing and maintaining lists and rosters; thorough knowledge of file maintenance and record-keeping techniques. 
• Understanding of ALA mission, policies and procedures and ability to apply to relevant situations. 
• Demonstrated proactive approaches to problem-solving with strong decision-making capability. 

 Education and Experience: 

Minimum education and experience:

1. Four-year college or university degree and 3 years of experience supporting executives, preferably in a non-profit organization.
2. Any equivalent work experience and education from the above.

Company Description

Over the years, The American Legion Family has influenced considerable social change in America, won hundreds of benefits for veterans, helped military families through transition, and produced many important programs for our country’s youth. Today, ALA members across the country are helping military families cope with the effects of multiple deployments. The toll on our all-volunteer force and their families has been enormous. The Auxiliary’s efforts are focused in three primary areas: 

• Veterans/Military Support & Advocacy
• Family Support
• Youth Development
   

American Legion Auxiliary is always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application!

American Legion Auxiliary is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status.

Benefits

Competitive benefit and compensation package includes:

• Medical, Dental, Vision, and Flexible Spending Account
• Employer paid Short Term and Long Term Disability Coverage
• Employer paid Basic Life and AD&D Coverage 
• Paid Time Off
• Volunteer Time Off
• 13 Paid Holidays
• 401K match up to 3%
• Onsite Parking
• Direct Deposit