Administrative Assistant

The American Legion; Washington (District of Columbia); On-site; USD 42,000 - 55,000; Full time

Job summary

The American Legion is seeking an organized administrative professional to support the Veterans Education and Employment Director and their Commission, Committees and Division.

You will handle front desk reception, calendar management, meeting coordination, correspondence, travel arrangements, and basic bookkeeping. This role requires strong Office skills and meticulous attention to detail, with opportunities to contribute to events and meetings.

Qualifications

• High school diploma or equivalent; college degree preferred.
• Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint).
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multitask and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.

Responsibilities

• Serve as receptionist and greet visitors, answer inquiries and create a welcoming environment.
• Screen and redirect phone calls; take messages.
• Receive deliveries; sort and distribute mail.
• Organize and schedule meetings and appointments; maintain calendars.
• Prepare, dispatch and archive correspondence and meeting minutes.
• Prepare monthly reports; maintain filing systems (electronic and physical).
• Coordinate on-site, virtual and other meetings/events; travel arrangements as needed.
• Assist with IT equipment and help desk requests; ensure operation of office equipment.

Skills

Office software proficiency

Time management

Multitasking

Written and verbal communication

Organization and planning

Education

High school diploma

College degree preferred

Job description

This position is responsible for performing general tasks for the Veterans Education and Employment 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.

REPORTING RELATIONSHIP (reports directly to): VE&E Director

MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS:

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