Administrative Assistant - Field Operations
SUMMARY: Lead administrative staff member who serves as assistant to Directors in addition to managing details related to budgetary compliance, Field Staff orientation, payroll issues and coordination of other administrative duties as needed. Knowledge of and support for the mission of the National Rifle Association is required. If you can successfully juggle 6 dozen different personalities, widely varied responsibilities, new challenges, and do it all with a sense of humor, this job is for you!
Provides administrative support to Directors as follows: produces error-free correspondence, schedules appointments and prepares a variety of reports as required. Reviews correspondence forwarded to Directors by managers for adherence to style guidelines and proper spelling and grammar.
Ensures financial stability of Administration cost center. Ensures all purchases are within budgetary parameters, that invoices are processed and sent to Financial Services within four days of receipt and keeps a record of all purchases for reconciliation purposes in an accurate and timely manner.
Serve as liaison for all Field Staff and help desk requests to ensure check-in and check-out of laptops and other equipment is accurately recorded and completed in a timely manner to meet set guidelines.
Ensure mailing for Field Staff is accurately complied and mailed to meet set guidelines.
Assist Special Projects Manager with coordinating all transportation of Field Staff and organizing presentations and handouts prior to meetings. Create training folders for all staff in attendance. Order and prepare year-end awards for division banquet.
Plans, within set guidelines, Spring meeting held between Managers, Regional Directors and Directors. With Directors’ approval, negotiates with vendors for all planning meetings, keeping budgetary constraints and training needs in mind. Arrange all meals, transportation, and lodging logistics for attending staff and division guests.
Reviews over 65 monthly expense reports submitted by division staff for accuracy and for conformance with NRA and Division policies in a timely manner. Compiles, in an accurate manner, monthly reports to reflect outstanding reimbursements to NRA and The NRA Foundation. Forwards all reports for proper and timely processing.
Assists Directors with hiring of division staff as directed. Oversees all paperwork, email, phone and computer setup, business cards and other necessary items as needed upon hiring in an accurate and timely manner. Serves as headquarters timekeeper, evaluates bi-weekly staff time cards for accuracy and completeness.
Serves as main point of contact for the division related to field staff, volunteers, visitors and other NRA staff. Provides support and assistance to others as needed to ensure goals are accomplished.
SCOPE: High visibility with NRA Field Staff, divisional staff and all other divisions, on an as needed basis, within NRA. Visibility with outside vendors relative to planning and executing off-site meetings for NRA Headquarters staff and Field Staff. Position functions in a fast paced, deadline oriented work environment with varied priorities and responsibilities and minimal direct supervision. Weekend work and national travel is occasionally required.
EDUCATION AND EXPERIENCE: College Degree or 5 years of prior experience in an administrative capacity required. At least 2 years of experience with meeting planning required.
KNOWLEDGE, SKILLS, ABILITIES: Excellent oral and written communication skills required. Demonstrated ability to handle sensitive information in a confidential manner required. Proven ability to handle varying work situations in diplomatic manner essential. Demonstrated ability to manage multiple projects within set deadlines while producing quality work product essential. Proven ability to exercise appropriate initiative, coupled with mature decision-making skills essential. Ability to work independently or as a member of the team essential. Demonstrated ability to effectively interface with all levels of staff and outside vendors required. Understanding and management of budget issues critical. Demonstrated organizational and follow-up skills required. Demonstrated working knowledge of Microsoft Office products required. Ability to learn new software packages essential.
To apply, send resume with cover letter stating salary expectations (REQUIRED) to firstname.lastname@example.org. The NRA is a proud Equal Opportunity Employer (minority/women/disabled) offering an extensive benefits package which includes medical/dental/vision, generous 401k match, free parking, onsite cafe, and more. To learn more about us, please visit our website at nra,org