Administrative Assistant

About the Organization

The Union Sportsmen’s Alliance (USA) is a 501(c)(3) non-profit organization that unites the union community for conservation to preserve North America’s outdoor heritage. The USA provides a unique, fun, non-partisan organization to a membership base of more than 200,000 and a constituent pool of more than 10 million active and retired AFL-CIO-affiliated union members who love to hunt, fish, shoot, camp and spend time outdoors with friends and family.

We combine union skills with outdoor passion for a common purpose – community-based volunteer conservation projects that improve public access to the outdoors, enhance wildlife habitats, restore America’s parks and mentor youth to be responsible stewards of our wild spaces.

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

  • • 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
  • • Communicate necessary information to supervisors & co-workers by telephone, letter, memorandum, e-mail, or in person; interface with key staff members to discuss specific needs, problems and concerns
  • • Track third-party correspondence and assist in formulating timely and relevant replies
  • • Query USA’s CRM database; ensure key contacts and metrics are updated as necessary
  • • Responsible for scheduling meetings, organizing agenda, and preparing 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
  • • Prepare first-level response to third-party correspondence
  • • Others duties as assigned

Physical Demands

Working conditions are primarily in an office setting with occasional travel to events. This position may be required to sit or stand for the majority of the work day.

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
  • • Superior written and oral communication skills
  • • Ability to execute duties successfully with minimal oversight
  • • Strong interpersonal 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
  • • Salesforce or other CRM database experience preferred

To Apply

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