State Administrative Assistant: Executive Support

Veterans of Foreign Wars, Department of Georgia; Macon (GA); On-site; USD 40,000 - 48,000; Full time

Job summary

The Veterans of Foreign Wars, Department of Georgia, seeks an Administrative Assistant to support the State Adjutant and Quartermaster, manage office operations, and coordinate with Posts, Districts, and external stakeholders.

You will handle meeting materials, room bookings, and file organization, while maintaining confidentiality and ensuring timely communication across the organization. This role emphasizes accuracy, multi-tasking, and professional presentation.

Qualifications

• Education: Associate degree or equivalent experience.
• Experience: 3+ years of administrative experience in a business environment.

Responsibilities

• Assist in interactions with subordinate units and external visitors.
• Coordinate and register members for meetings.
• Coordinate with Posts and Districts regarding VFW Programs, assist with their completion documentation.
• Coordinate with Posts and Districts regarding updates from State Leadership.
• Coordinate with vendors to assist with fulfillment of orders.
• Prepare correspondence for signature.
• Maintain office supplies.
• Design ad pages for various events.
• Assist with the preparation of meeting materials and minutes for State and some committee meetings.
• Manage room bookings and prepare meeting documents.
• Organize, maintain, and archive files (physical and electronic) for the State Adjutant/Quartermaster.
• Open, sort, and distribute incoming mail; recommend actions for mail requiring attention.
• Procure office supplies and manage executive protocols such as holiday and thank you cards.
• Prepare various reports, outlines and documents as needed.
• Ensure efficient administrative support for the Adjutant and Quartermaster.
• Maintain necessary office materials and supplies.
• Prepare and distribute documents, reports, presentations, and schedules.
• Process and acknowledge unsolicited donations and manage government form filings.

Skills

Communication

Organizational skills

Research

Analytical thinking

Problem-solving

Time management

MS Office proficiency

Confidentiality

Independent work

Education

Associate degree or equivalent experience

Tools

Microsoft Office Suite

Job description

The Veterans of Foreign Wars, Department of Georgia, seeks an Administrative Assistant to support the State Adjutant and Quartermaster, manage office operations, and coordinate with Posts, Districts, and external stakeholders.

You will handle meeting materials, room bookings, and file organization, while maintaining confidentiality and ensuring timely communication across the organization. This role emphasizes accuracy, multi-tasking, and professional presentation.