Administrative Specialist - Strategic Initiatives

Salvation Army USA; Alexandria (VA); On-site; USD 42,000 - 66,000; Full time

Job summary

The Salvation Army USA National Headquarters in Alexandria, Virginia seeks an Administrative Specialist to provide comprehensive administrative and clerical support to the Strategic Initiatives Department. This role supports department leadership and staff through effective coordination, communication, and organization while handling sensitive information with discretion.

Key responsibilities include calendar management, meeting logistics, travel arrangements, and documentation preparation.

Qualifications

• High school diploma or GED and two years' experience in administrative support.
• Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities.
• Proficiency in Microsoft Office suite and ability to learn new systems.

Responsibilities

• Provides administrative support to the Strategic Initiatives Department, ensuring organized operations and professional communication.
• Manages calendars, schedules meetings, prepares agendas, and records meeting notes.
• Handles calls, emails, and correspondence with discretion and courtesy.
• Drafts, types, proofreads, and formats documents, including confidential materials.
• Coordinates travel arrangements and reimbursements for department leadership.
• Maintains filing systems and ensures records are accurate and current.
• Serves as a point of contact for internal and external stakeholders.
• Performs data entry, tracking, and basic reporting using internal systems.

Skills

Calendar management

Communication skills

Attention to detail

Microsoft Word

PowerPoint

Excel

Data entry

Discretion/confidentiality

Team collaboration

Education

High school diploma or GED

Tools

Microsoft Word

PowerPoint

Excel

Email

Job description

About the Organization

The Salvation Army is an international movement and an evangelical part of the universal Christian Church. Its mission is to meet human needs without discrimination. National Headquarters (NHQ) supports the work of The Salvation Army across the United States and internationally by providing leadership, resources, and strategic support to territorial and local operations.

The Administrative Specialist provides comprehensive administrative and clerical support to the Strategic Initiatives Department at The Salvation Army National Headquarters (NHQ) in Alexandria, Virginia. This position supports department leadership and staff through effective coordination, communication, and organization, while handling sensitive information with discretion and professionalism.

Key Responsibilities

• Provides administrative support to the work of the National Secretary for Strategic Initiatives, ensuring organized, smooth office operations and effective communication.
• Provides administrative support to the work of the National Strategic Planning Ad Hoc Committee and as requested by the National Secretary for Strategic Initiatives, the work of the Strategic Planning Committee of the National Advisory Board.
• Manages calendars; schedules meetings; prepares agendas; and records and distributes meeting notes or minutes as required,
• Handles incoming calls, emails, and correspondence with professionalism, courtesy, and discretion.
• Drafts, types, proofreads, and formats correspondence, reports, emails, agendas, and other documents, including those of a confidential nature.
• Works with NHQ personnel to make hospitality and meeting arrangements for groups and individuals related to this office.
• Assists with travel arrangements and reimbursements for the National Secretary for Strategic Initiatives.
• Maintains organized electronic and paper filing systems; ensures records are accurate, current, and properly maintained.
• Serves as a point of contact for internal departments and external stakeholders, representing the department and The Salvation Army in a positive and professional manner.
• Coordinates logistics for meetings, trainings, conferences, committees, and special events, including preparation of materials.
• Performs data entry, tracking, and basic reporting using spreadsheets and internal systems; maintains departmental databases and shared resources.
• Processes check requests, vouchers, invoices, and related financial documentation in accordance with established policies and procedures.
• Assists with special projects, research tasks, and seasonal or time‑sensitive initiatives as assigned.
• Handles sensitive information with discretion and always maintains confidentiality.
• Follows organizational policies, procedures, and record‑keeping standards.
• Supports and upholds the mission and values of The Salvation Army in daily work.

Qualifications

Required

Education & Experience

• High school diploma or G.E.D. and two years’ experience performing a variety of administrative support an office environment, or
• Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Preferred

• Strong organizational and time‑management skills with the ability to prioritize multiple tasks and meet deadlines.
• Attention to detail and accuracy in written materials, data entry, and keeping.
• Ability to work independently with limited supervision while also collaborating effectively as part of a team.
• Professional written and verbal communication skills.
• Strong customer‑service mindset when interacting with staff, officers, partners, and the public.
• Ability to maintain a calm, respectful, and helpful demeanor in a mission‑driven environment.
• Knowledge of general office practices, procedures, and effective record‑keeping methods.
• Knowledge of the English language, including proper grammar, spelling, and punctuation; ability to read, write, and communicate effectively.
• Proficiency in Microsoft Word, PowerPoint and Excel, with the ability and willingness to learn additional software and systems.