Job Details

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.