Administrative Assistant

About the Organization

The Union Sportsmen’s Alliance (USA) is 501(c)(3) not-for-profit organization with the mission to unite the Union community through conservation to preserve North America’s outdoor heritage.  The USA is an exciting new conservation organization with a membership base of over 200,000 and a potential membership universe of over 10 million active and retired members of AFL-CIO affiliated Unions who love to hunt, fish, shoot and recreate outdoors.

We engage, educate and organize Union members, their families and like-minded individuals who share a passion for hunting, fishing, shooting and the great outdoors. Our members volunteer their time and unique trade skills to expand and improve public access to the outdoors, conserve and maintain critical wildlife habitats, restore our nation’s parks and provide mentoring programs that introduce youth to the outdoors.


Job Description & Physical Demands

Primary Function

The Administrative Assistant is an integral part of the USA team. Providing strong administrative and CRM support to the Deputy Director, this person will have the opportunity to and use his/her solid organizational and interpersonal skills to help keep the organization running smoothly.

General Role and Responsibilities

  • Initiate, conclude and manage contracts for both first-time and renewing partners.
  • Professionally communicate necessary information to sponsors, partners, supervisors & co-workers by telephone, letter, memorandum, e-mail, or in person in a timely manner; interface with key staff members to discuss specific needs, problems and concerns.
  • Track third-party correspondence and assist in formulating timely and relevant replies. Prepare first-level response as appropriate.
  • Query USA’s CRM database; ensure key contacts and metrics are updated as necessary.
  • Schedule meetings, organize agendas, and prepare subsequent follow up notes for distribution.
  • Prepare expense reimbursement reports in accordance with USA policies and deadlines, maintain departmental financial records as needed.
  • Schedule and book travel arrangements.
  • Establish and maintain key metric tracking for multiple USA programs.
  • Perform day-to-day administrative tasks such as: maintenance of office schedules, upkeep of general files and/or record keeping systems, preparing and processing data & information including general reports, presentations, memos, letters, and other documents.
  • Others duties as assigned.

Physical Demands

Working conditions are normal for an office environment; however, this position will be required to sit for the majority of the work day.  Ability to lift 25 lbs.

Qualifications & Educational Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • High School graduate or greater
  • Exceptional attention to detail.
  • Ability to prioritize effectively.
  • Must be able to manage sensitive and proprietary information with discretion and confidentiality.
  • Outstanding organizational skills.
  • Strong computer knowledge. Proficiency in Microsoft Office Suite required.
  • Salesforce or other CRM database experience preferred.
  • Superior written and oral communication skills.
  • Ability to execute duties successfully with minimal oversight.
  • Strong inter-personal skills – able to work well with others across multiple levels and disciplines.
  • Excellent time management skills; ability to multi-task in a fast-paced environment.
  • Must be adaptable to change.
  • Experience within a not-for-profit setting preferred, but not required.
  • Personal interest and involvement in the outdoors preferred, but not required.

To Apply

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