Project Specialist and Executive Assistant

the USO; Irving (TX); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Paid time off

Volunteer days/military leave

401k match

Education/training reimbursement

Job summary

The USO in Dallas, TX is seeking a seasoned Senior Administrative professional to provide high-level administration for regional leadership. You will coordinate calendars, prepare reports, and support board and leadership meeting activities.

Ideal candidates bring 5+ years in senior admin roles, strong interpersonal skills, and proficiency with MS Office and SharePoint. This on-site role offers comprehensive benefits and opportunities for professional development.

Qualifications

• 5 years of senior administrative support experience.
• Experience in not-for-profit, military, multicultural, or global organizations preferred.
• Strong interpersonal and customer service skills.
• Ability to handle confidential information with tact.
• Able to interact with USO leadership and publics at various levels.

Responsibilities

• Serve as primary contact for the Regional VP via telephone, email, and in person.
• Manage calendar and schedule meetings, events for regional leadership.
• Prepare reports, metrics, and presentations related to program delivery.
• Draft and prepare correspondence.
• Coordinate and prepare materials/presentations for meetings and events.
• Draft and prepare meeting summaries/minutes.
• Attend meetings as needed.
• Arrange travel and process invoices and expense reports.
• Lead and manage projects for regional initiatives.
• Support engagement with boards and committees and prepare for meetings.

Skills

Interpersonal skills

Customer service

Microsoft Office

SharePoint

Confidential handling

Organizational skills

Communication skills

Education

High School Diploma or equivalent

Bachelor’s Degree IAAP preferred

Tools

Microsoft Office Suite

SharePoint

Job description

Why join our team

With a mission that spans the globe the USO provides a rewarding and fulfilling work environment Our team is exceptional and we offer generous paid time off including volunteer days and military leave We have a remarkable 401k match comprehensive benefits and opportunities for training and education reimbursement Our team members are passionate about putting the mission first and we have a lot of fun while doing it Working for the USO isnt just a job its a calling and we believe in doing what you love and loving what you do A Certified Great Place to Work Dont just take our word for itour people have spoken According to the Great Place to Work 20252026 survey 96 feel good about how we support the community94 are proud to tell others they work at the USO92 saytheir work has special meaningits not just a job91 felt welcomed from day oneOver 88 agree all employees are treated fairly regardless of race or gender

Essential Duties

• Serve as primary point of contact for RVP via telephone e mail and in person for key internal and external stakeholders
• Monitor and arrange RVPs calendar participation in meetingsconference calls local and international events budget and other activities
• Collect organize and prepare reports metrics and presentations related to annual customer feedback surveys and overall program delivery
• Draft and prepare correspondence
• Coordinate and prepare materialspresentations for meetings and events
• Draft and prepare meeting summariesminutes
• Attend meetings as needed
• Prepare travel arrangements and process invoices check requests and expense reports
• Lead and manage projects for key regional initiatives
• Ensure that all involved parties understand the organizational goals driving the need for each assigned initiative
• Define goals determine approach schedule and resources available assessmitigate risk manage expectations report and deliver results to Regional Vice President
• Monitor progress on key initiatives to ensure their timely and successful completion
• Track and manage projects activities and milestones and report their statuses to the Regional Vice President and key stakeholders
• Support Regional Vice Presidents engagement with the Board of Governors Regional boards and local Board Chairs and prepare for meetings and presentations
• Prepare information necessary for participation in meetings conference calls events and other activities
• Plan and execute various board senior leadership and region wide staff meetings; develop meeting agendas presentations and other documents as needed
• May support management and administration of Regional and local boards
• Coordinate and liaise with Regional Vice Presidents direct reports regional leaders and other department leads in support of strategic initiatives regional priorities and objectives and project statusesmilestones
• Work with Regional Vice President and regional leadership to plan develop implement and administer development and training programs for Northeast team
• Provide needs assessment for training and staff development
• Monitor the strategic planning process for the region and within the organizational framework that is established
• Work closely with regional leadership team members to implement strategic projectsprograms and track progress toward goals
• Draft and edit written materials such as region wide emails guidance presentations etc
• Other duties as assigned

Job Specifications

• High School Diploma or equivalent Bachelors Degree andor IAAP preferred
• 5 years work experience in a senior administrative support role
• Relevant experience in a not for profit military multicultural andor global organization preferred
• Strong interpersonal and customer service skills
• Ability to interact with USO Leadership the general public and military audiences at a variety of levels with integrity and professionalism
• Proficiency using computers and electronics equipment
• General knowledge of various software applications and programs including but not limited to Microsoft Office Suite and SharePoint
• Demonstrated ability to exercise sound judgment related to controversial andor culturally sensitive subjects
• Ability to handle confidential information with tact and poise
• Must be punctual organized and self motivated with the ability to quickly and easily adapt to changing organizational needs
• Ability to achieve desired results while working collaboratively in a team environment
• Ability to perform basic math and follow proper cashdonation handling and reporting procedures
• Ability to obtain and maintain proper credentials necessary to access USO Center locations and facilities including but not limited to security credit andor background screening SOFA status valid drivers license
• Must be a strong advocate of the USOs mission
• Details This position is located in Dallas TX Preference will be given to local candidates within commuting distance to the location
• Resume and cover letter are required for full consideration
• Background check education criminal and driving required
• The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all inclusive listing of work requirements Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload

If thats not enough to convince you here are some direct quotes from employees The organization truly cares about the people who work hereThere is great consideration given and extended in the following areas organizational core values for all work life balance impact we can actually see and even experience as a staff member the feeling of making an impact is priceless autonomy with respect to current position within the organizationEveryone is friendly and easy to talk to We collaborate well together and share ideas and interests to create fun activities for our overall goal in the community I couldnt think of a better organization to work forThe mission alone provides a positive and meaningful purpose where people should want to work and be a part of Most of the people who work for the USO and volunteer for the USO have giving hearts and want to make a difference This also makes the organization a place where people would want to workThe mission and opportunities to make a Difference are amazing There is no doubt that the USO is one of the most forward facing frontline serving nonprofits that I know of