Project Specialist and Executive Assistant

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

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.
• Able 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.

Job Description

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

• 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.