Executive Assistant

USO of North Carolina
USO of North Carolina
Desired Location: 
Organization Type: 

The USO of North Carolina, Inc., a nonprofit 501(c)(3) organization whose mission is to strengthen America’s service members and their families by connecting them to family, home and country, is accepting applications for the position of Executive Assistant for the corporate office located in Morrisville, NC.

The Executive Assistant is responsible for supporting the senior executives and performing numerous administrative duties. The Executive Assistant provides high-quality administrative and clerical assistance for the State Office. The position’s main duties include scheduling meetings, organizing daily calendars, and identifying and addressing the needs of the senior executives. The position is non-exempt, requiring no more than 40 hours/week. Traditional work hours will be between 8:30a-5:30p Monday through Friday, with occasional night, holiday and weekend work required in performing the duties of this position.

Job Requirements:

  • High school diploma required, undergraduate degree of comparable training and experience a plus.
  • Minimum of 3-5 years administrative/facilities experience with proven knowledge of programs, supplies and administrative functions.
  • Work requires walking, standing, sitting, lifting, reaching, stooping, bending, pushing, pulling and climbing a step ladder to manage small supply warehouse. Must be able to lift and support weight of 50lbs in handling supplies.
  • Exceptional work ethic, experience in professional setting with executive level exposure in environment requiring confidentiality.
  • Use time productively, maximize efficiency and meet challenging work goals.
  • Excellent interpersonal skills and the ability to understand and communicate with individuals in the United States Armed Forces and their families.
  • Ability to clearly articulate the USO of NC Mission in oral and written form.
  • Extensive working knowledge of current Microsoft Office Suite and Google Docs.
  • Demonstrated ability to exercise sound judgment related to controversial and/or culturally sensitive subjects. Ability to handle confidential information with tact and poise.
  • Exemplary customer service, organizational and telephone skills.  Ability to prioritize tasks.
  • Valid driver’s license and access to reliable transportation is required.

Preferred Qualifications:

  • Minimum of 3 years familiarity with the military community.
  • Previous experience in working with nonprofits a plus.
  • Event coordination experience helpful.
  • Ability to work as part of a team or independently on specific projects.
  • Strong proponent of USO of NC’s mission of supporting active military personnel, military retirees and their families.

Key Responsibilities:

  • Perform executive-level, diversified and confidential secretarial and administrative duties by independently preparing meeting agendas, memos, inventories, reports, and correspondence for the President/CEO, Vice President of Operations and Board of Directors.
  • Serve as State Office receptionist by answering and screening phone calls, taking messages and answering questions within capability.
  • Establish communications with the executive staff and/or ensure accurate contact information is available at all times.
  • Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
  • Maintain all state office documentation, manuals, logs and records while keeping changes up-to-date and forwarding change/amendment information to centers.
  • Coordinate busy and shifting office and executive staff calendars including scheduling and coordinating meetings and/or conferences.
  • Attend meetings for purpose of recording, preparing and distributing minutes and reports.
  • Manage meeting rooms/location arrangements for staff and business meetings and training.
  • Plan and schedule executive and board member business travel and occasional staff travel.
  • Prepare business travel packages to include, but not limited to: itinerary, agendas, confirmations, biographies of visitors, and other information as required to ensure success.
  • Check mail daily and screen mail for executive staff. Log cash and check donations utilizing two-person system immediately upon receipt.
  • Maintain office communication and correspondence log.
  • Manage office security requirements and audits.
  • Maintain fixed assets log.
  • Purchase and stock office supplies.
  • Manage and maintain the state office storage facilities including an accurate inventory of stored items.
  • Prepare for approval and distribute routine internal and external reports.
  • Keep executive staff informed of follow-ups and potential problems on a daily basis.
  • Perform other duties as assigned.
Career Level: 
Job Type: 
Salary Range: 

$38,000 to $41,500 dependent upon experience and qualifications.

How to Apply: 

Send resume with letter of interest to jobs@uso-nc.org. NOTE: All applicants must have their full application packet submitted by November 22, 2017. NO PHONE CALLS PLEASE.