Executive Assistant

Job Description

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General Summary:

The Executive Assistant serves as the primary point of contact for staff, volunteers, and members on all matters pertaining to the National Officers, with a primary focus on the National Vice President and National President. This role is primarily responsible for managing executive services in support of the National Officers, with secondary responsibility for providing administrative and project\-based support to the Executive Director and Deputy Executive Director.

The position reports directly to the Deputy Executive Director and works closely with executive leadership to ensure alignment, continuity, and effective communication. The executive assistant must thrive working in a nonprofit environment that is mission driven and membership oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion, sound judgment, and professionalism.

Key Responsibilities:

The Executive Assistant provides comprehensive executive support to the National Officers, ensuring effective coordination, communication, and execution of responsibilities across the organization.

• Completes a broad range of administrative tasks for National Leadership and the Administration Division, including the following: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel\-related meetings with detailed itineraries.
• Plans, coordinates and ensures the National Officers and Executive Leadership schedules are followed and respected.
• Communicates directly, and on behalf of the National Officers, to volunteers, members, National Headquarters staff, and others.
• Serves as key liaison to ensure effective communication between the National Officers and internal divisions, demonstrating leadership to maintain credibility, trust, and support with staff, including detailed committee minutes and meeting notes.
• Works closely and effectively with the Deputy Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs, and handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

Essential Job Functions:

National Officer Travel/Meetings

• Plan domestic and foreign travel

+ Flights, lodging and ground transportation

+ Coordinating with departments/states to produce detailed travel itineraries for National President and Vice President

+ Communicate National President and Vice President travels to staff, volunteers, and representatives of The American Legion

• Maintain annual schedule for National President and Vice President

+ Coordinate National Vice President’s planning meetings

+ Order, ship, maintain inventory for National President’s pins

+ Maintain tracking of National President’s cost of travel

+ Assist Deputy Executive Director with fiscal year National Officer travel budget

• Attend meetings and prepare minutes

+ Attend events as the National President’s assistant

+ Attend board meetings and committee meetings while taking minutes

+ Prepare materials before meetings in electronic/paper format for National Officers

• Travel Authorizations \& Meeting Requests

+ Homecomings, Spring Meetings with The American Legion, representing National President/Past National President Memorial, National Vice President planning meetings, Post\-NEC incoming National Division Vice Presidents, The American Legion Membership Workshop, and the Leading Candidate in July meeting

• National Appointments

+ Tracking National Appointment changes and facilitating replacement process

+ Application process, including the creation of application via Formstack

+ National Appointment process: Formstack updated, Nov. 1 – Dec. 15; sending acceptance paperwork and tracking

• Ensures the National President’s biography is kept updated and responds to requests for materials regarding the National President and organization in general
• Coordinates credit card reconciliation for the National President and National Vice President, including preparation of expense reports and collection and organization of supporting receipts and documentation
• Supports organizational financial planning by coordinating the collection of departmental budget information for the annual budget process and assisting leadership with monitoring expenditures and budget performance throughout the fiscal year

National Convention/National Meetings

• Ability to travel approximately 7\-13 days in duration for the National Convention, work overtime, evenings, and weekends

+ Court Reporter

• Initiate MOU process/secures dates
• On\-site liaison
• Close with invoice payment and transcripts
• Prepare National Convention stage scripts, editing through dates and committee positions/ National Convention scripting understudy

+ Scripts

• First\-round edit preparation
• On\-site compilation
• Ensure scripts get to the correct location, and on stage
• Responsible for lunch, dinner, and National President’s Awards for Excellence scripts

+ Gifts and Awards

• National President’s Award for Excellence
• National President’s gifts
• National Vice President’s gifts

+ National President

• Accompany National President to National Convention, managing the National President Schedule, invitations, and speaking engagements
• Corresponding with special guest for events
• Coordinate virtual meetings for incoming leadership: National Officers, National Chairs, National Division Vice Presidents for travel specifics
• Manage driver schedule
• Manage invitations for reception and Past National Presidents receptions

+ Liaison to National Convention Chairs

• Rules, Resolutions, and Credentials
• Includes pre\-meetings, pre\-convention materials, scripts, and virtual meetings

+ Act as point of contact for planning the July Leadership Meeting

• Meeting request form, catering, work with Events Team, ensures the American Legion Auxiliary has an updated agenda from The American Legion

+ Military Staff Appreciation (Friday before Mother’s Day)

• Gift ideas, execute presentation/distribution, manage budget

+ Member of internal staff committee that selects National Veterans Creative Arts Festival artwork options for annual notecard

+ Holiday cards/vendor list/options to National President; order, staff signing, and mailing

+ Fiscal year budget preparation

+ National projects

Executive Leadership

• Assist Executive Director and Deputy Executive Director with travel budgets
• Attend meetings and prepare reports
• Provides secondary administrative support to the Executive Director and Deputy Executive Director, including calendar coordination, meeting scheduling, and logistical support as needed
• Coordinates credit card reconciliation for Executive Director, and Deputy Executive Director, including preparation of expense reports and collection and organization of supporting receipts and documentation

Knowledge, Skills and Abilities:

• Demonstrated ability to support organizational leaders with diplomacy, discretion, and sound judgment
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and members
• Expert professional\-level written and verbal communication skills
• Possesses a high level of emotional maturity
• Proven ability to handle confidential information with discretion
• Adaptable to various competing demands and demonstrate the highest level of member service and response
• Analytical thinker who actively identifies possible issues and proposes solutions
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Canva, Formstack, social media, and virtual meeting platforms

Education and Experience:

• Bachelor’s degree and 3 years of experience supporting executives, preferably in a nonprofit organization
• Any equivalent work experience and education from the above

Company Description

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Over the years, The American Legion Family has influenced considerable social change in America, won hundreds of benefits for veterans, helped military families through transition, and produced many important programs for our country’s youth. Today, ALA members across the country are helping military families cope with the effects of multiple deployments. The toll on our all\-volunteer force and their families has been enormous. The Auxiliary’s efforts are focused in three primary areas:

• Veterans/Military Support \& Advocacy
• Family Support
• Youth Development

American Legion Auxiliary is always looking for talented, self\-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application!

*American Legion Auxiliary is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status.*

Benefits

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Competitive benefit and compensation package includes:

• Competitive Base Salary with Annual Increases
• Flexible work option with start/end times and hybrid schedule
• Generous Paid Time Off and Volunteer Time Off
• 15 Paid Days Off for Holidays
• Medical coverage with multiple plan options, with FSA or HSA
• Dental and Vision coverage
• Wellness Support with EAP services
• Employer paid Short Term and Long Term Disability Coverage
• Employer paid Basic Life and AD\&D Coverage
• Additional ancillary insurance available for election
• 401K Retirement with 100% match up to 3%. Pre\-tax and Roth Deferral Accounts
• Financial Planning Resources and other Employee Discount Services
• Cell Phone Reimbursement based upon eligibility
• Professional Development
• Onsite Parking
• Direct Deposit