Administrative Assistant

Family, Career and Community Leaders of America®

POSITION DESCRIPTION

Date Written or Revised: February 2026

Title: Administrative Assistant

Reports to: Finance Director

Supervises: N/A

Job Status: [X] Full-time [X] Exempt

[ ] Part-time [ ] Non-Exempt

PRIMARY PURPOSE:

The Administrative Assistant at Family, Career and Community Leaders of America, Inc. (FCCLA®) serves as the primary front desk representative and first point of contact for the National Headquarters. This position plays a vital role in ensuring professional, responsive, and efficient communication across the organization.

The Administrative Assistant provides direct administrative and operational support to the Finance Department, Executive Senior Manager, and Conference Team. This role requires a highly organized and service-oriented professional who thrives in a collaborative environment and demonstrates strong attention to detail, sound judgment, and the ability to manage multiple priorities with excellence. The key to success in this position is the ability to handle multiple projects or assignments simultaneously.

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ESSENTIAL FUNCTIONS

Front Desk and Communication Management (35%)

• Serve as the first point of contact for visitors and incoming phone calls, ensuring a professional and welcoming environment.

• Answer, screen, and forward incoming phone calls while providing accurate information as appropriate.

• Manage the general FCCLA email inbox and distribute messages to appropriate staff members in a timely manner.

• Manage personal work inbox efficiently to ensure responsiveness and organization.

• Receive, sort, and distribute mail and packages.

• Physically pack materials and coordinate shipping logistics with carriers to ensure timely delivery and tracking.

• Maintain office security by following established safety procedures and controlling access via the front desk.

• Support consistent communication by identifying recurring inquiries and recommending process improvements when appropriate.

Finance Department Support (35%)

• Sort, log, and prepare documentation necessary for daily deposits in accordance with established financial procedures.

• Oversee American Express receipt collection by following up with staff to obtain missing receipts by established deadlines.

• Code expenses for Finance review and upload receipts into Tallie.

• Maintain organized financial documentation and ensure accuracy and confidentiality in all financial support activities.

• Assist with Ad-Hoc Reporting and first-level reconciliation for monthly reporting when necessary.

Executive Senior Manager and Operational Support (15%)

• Assist in preparing, packing, and coordinating shipments of exhibit and conference materials for events attended by the CEO and FCCLA staff.

• Support emblematic supplier operations by assisting with receiving shipments, verifying order accuracy, and helping resolve discrepancies or issues.

• Provide administrative and logistical support as requested by the Executive Senior Manager.

Conference Team Administrative Support (15%)

• Provide general administrative support for all conferences and national meetings as assigned.

• Assist with copying, preparing registration materials, assembling packets, and coordinating shipments.

• Support conference-related supply organization and distribution.

• Assist in maintaining conference inventory of supplies/materials for event preparation and post-event reconciliation.

COMPETENCIES

• Demonstrates a strong customer service orientation and enjoys serving as a welcoming presence for members, partners, and guests.

• Works collaboratively and proactively to support team members across Executive Departments.

• Exhibits exceptional organizational skills and consistently manages multiple priorities with accuracy and efficiency.

• Maintains a high level of attention to detail, particularly in financial documentation and shipment coordination.

• Demonstrates discretion and professionalism when handling confidential information.

• Possesses proficient knowledge of Microsoft Excel and is comfortable using spreadsheets for reporting, data manipulation, and data tracking.

• Communicates clearly and professionally, both verbally and in writing.

• Shows initiative in identifying opportunities to improve efficiency and organization.

EDUCATION AND EXPERIENCE REQUIRED

Education: High school diploma required; additional coursework or degree preferred.

Experience and Skills: Experience is negotiable based on demonstrated skills and proficiency. Prior administrative, financial processing, or office coordination experience is strongly preferred. Working knowledge of Microsoft Office applications, particularly Excel, is required. Experience with expense management systems such as Tallie is preferred or the ability to learn quickly.

TRAVEL REQUIREMENTS

No travel is anticipated. Travel may be required upon request.

WORK SCHEDULE

The Administrative Assistant is a full-time, exempt, hybrid position. The employee will report to the National Headquarters from 8:00 a.m. – 4:00 p.m., four days per week and work remotely one day per week.

The employee will occasionally need to lift and/or move equipment, materials, and boxes up to 25 pounds, particularly during conference preparation and exhibit shipment activities.

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EMPLOYER’S RIGHTS

The Family, Career and Community Leaders of America’s management reserves the right to review and revise this document at any time. Employees are expected to perform any other duties or tasks which are assigned. This document represents a description of intended job content and performance requirements, and is expected to be revised annually or when a major change in responsibility occurs. The existence of this document should not be construed in any way to represent an actual or implied contract of employment.

This organization grants equal employment opportunities to all qualified persons regardless of race, creed, color, sex, age, national origin, marital status, or physical/mental handicap. It is the intent and desire of the national Board of Directors that equal opportunities be provided in recruitment, selection, salary, promotion, benefits, privileges, and all other terms and conditions of employment.

Job Type: Full-time

Pay: $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Herndon, VA 20171