Project Specialist and Executive Assistant

United Way of Massachusetts Bay and Merrimack Valley; Irving (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Generous PTO

Volunteer days

Military leave

401k match

Benefits

Education reimbursement

Job summary

The USO is seeking a Project Specialist and Executive Assistant to provide administrative and secretarial support to the Regional Vice President. You will oversee regional initiatives, coordinate calendars, travel, and meetings, and prepare reports and presentations for leadership and boards.

Ideal candidates have 5+ years in senior administrative roles, strong interpersonal and customer service skills, and proficiency with Microsoft Office and SharePoint. A Bachelor’s or IAAP is preferred.

Qualifications

• High School Diploma or equivalent; IAAP preferred.
• 5+ years in a senior administrative support role in nonprofit, military, multicultural or global organization.
• Strong interpersonal and customer service skills with professionalism.
• Proficiency with Microsoft Office Suite and SharePoint.
• Ability to handle confidential information with tact and poise.
• Punctual, organized and self-motivated; adaptable to changing needs.
• Ability to interact with leadership and the public at various levels.

Responsibilities

• Serve as primary point of contact for RVP via telephone, e-mail, and in-person for key internal and external stakeholders.
• Monitor and arrange RVP’s calendar, meetings, events, budget and activities.
• Collect, organize and prepare reports, metrics, and presentations related to surveys and program delivery.
• Draft and prepare correspondence; coordinate materials/presentations; prepare minutes.
• Prepare travel arrangements and process invoices, check requests and expense reports.
• Lead and manage projects for key regional initiatives; define goals, schedule, resources; assess risk; report progress to VP.
• Track and report project milestones to VP and stakeholders.
• Support VP’s engagement with Boards and prepare for meetings and presentations.
• Plan and execute regional meetings; develop agendas and documents.
• Coordinate with regional leadership to support strategic initiatives and training programs.
• Monitor strategic planning and implement projects; track progress toward goals.
• Draft and edit region-wide emails and guidance.

Skills

Strong interpersonal & customerService

Education

High School Diploma or equivalent

Bachelor’s Degree / IAAP preferred

Tools

Microsoft Office Suite

SharePoint

Job description

If you are passionate about making a positive impact on the lives of those who sacrifice so much for our country, then you've come to the right place. Our team is comprised of dedicated professionals who share a common commitment to serving our military community. Here at the USO, you'll have the opportunity to contribute to a meaningful cause and work alongside a diverse and talented group of individuals who are driven by a shared sense of purpose.

Join us in fulfilling our mission by becoming a part of Team USO. Together, we can make a difference in the lives of the people who serve and their families.

Project Specialist and Executive Assistant

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 isn't just a job – it's a calling, and we believe in doing what you love and loving what you do.

A Certified Great Place to Work®

Don’t just take our word for it—our people have spoken. According to the Great Place to Work® 2025–2026 survey:

• 96% feel good about how we support the community
• 94% are proud to tell others they work at the USO
• 92% say their work has special meaning—it’s not “just a job”
• 91% felt welcomed from day one
• Over 88% agree all employees are treated fairly, regardless of race or gender

The Project Specialist and Executive Assistant provides administrative, secretarial, and related duties for Regional Vice President (RVP). The Project Specialist and Executive Assistant will provide oversight and project management for specific regional initiatives.

Principal Duties and Responsibilities (*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 RVP’s calendar, participation in meetings/conference 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 materials/presentations for meetings and events. Draft and prepare meeting summaries/minutes. 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, assess/mitigate 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 President’s 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 President’s direct reports, regional leaders, and other department leads in support of strategic initiatives, regional priorities and objectives, and project statuses/milestones. *
• 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 projects/programs 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. Bachelor’s Degree and/or IAAP preferred.
• 5+ years work experience in a senior administrative support role. Relevant experience in a not-for-profit, military, multicultural and/or 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 and/or 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 cash/donation 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 and/or background screening, SOFA status, valid driver’s license.
• Must be a strong advocate of the USO’s 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 that’s not enough to convince you, here are some direct quotes from employees:

• The organization truly cares about the people who work here.
• There 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 organization.
• Everyone 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 couldn't think of a better organization to work for.
• The 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 work.
• The 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.