Corporate Administrative Assistant

Job Announcement Open: June 23, 2026; Close: July 3, 2026

Position Summary

Title: Administrative Assistant

Reports to: State Adjutant

Key Contacts: State Quartermaster, State Commander, various State Officers, and external

stakeholders

Key Responsibilities
Office Management

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

Administrative Support

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

Qualifications

Education: Associate degree or equivalent experience.

Experience: 3+ years of administrative experience in a business environment.

Skills:

o Excellent judgment, oral, and written communication.

o Strong organizational, research, analytical, and problem-solving abilities.

o Ability to prioritize work, meet deadlines, work under pressure, and handle multiple tasks.

o Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel).

o High level of confidentiality and minimal supervision required.

Working Conditions

Office environment with standard office equipment.

Use of various software applications.

Major Accountabilities

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.

Membership Encouragement

Employees are encouraged, if eligible, to join the VFW or VFW Auxiliary and promote membership benefits.

Note: This position is not eligible for relocation assistance.