Administrative Assistant

Job Summary
We are seeking a highly organized Administrative Assistant to join our team! This vital role involves providing exceptional administrative support across various office functions, ensuring smooth daily operations, and delivering outstanding service. Provide administrative and program support to Museum Director and the Museum Departments to ensure efficient daily operations. Must be eligible to have access to firearms. Pre-employment background checks required for the selected candidate.

ESSENTIAL RESPONSIBILITIES:

1. Responsible for handling and monitoring, within divisional guidelines, all accounting and budgetary functions for the Division, including but not limited to:

• Review of division timecards, including management of staff sick leave and vacation time record keeping.
• Perform duties of Budget Coordinator for the Division to include budget preparation, tracking and management in an accurate and timely manner.
• Process all Purchase Requisition requests and subsequent orders in an accurate and timely manner.
• Process all invoices in an accurate and timely manner working in cooperation with Financial Services/Accounts Payable.

2. Responsible for communication efforts both externally and internally, including but not limited to:

• Handle incoming and outgoing phone calls, mail and email in an accurate and timely manner.

Perform Document preparation, proof-reading and editing as requested.

• Develop excellent working knowledge of functions and personnel contacts for all NRA Divisions and Departments and establish good and appropriate working relationships.

3. Handle all arrangements for staff travel in an accurate and timely manner to include processing of Travel Authorization, making airline, hotel and rental car reservations and preparation and submission of subsequent Expense Reports.

4. Develop familiarity with NRA and National Firearms Museum internal procedures and policies and assist and advise Director and staff on compliance requirements.

5. Assist in Gun Collectors Programs to include the following assignments:

• Handle mailings and other communications with NRA affiliated Gun Collector, including outreach.
• Provide support functions for Gun Collector display competitions and other special events, including soliciting participation, coordinating display booth reservations, participation follow-up and award preparation and shipping.
• Manage and regularly update contact list for Gun Collector Clubs from Community Engagement/Clubs & Associations.

6. Handle shipping for traveling displays and other off-site events in an accurate and timely manner. This includes advance planning of items to be shipped, making arrangements for package receipt at destination, labeling, assisting in packing of materials, tracking of shipments and follow-up on return of shipped materials in coordination with the NRA Mailroom.

7. Manage, as directed, artifact donation and loan correspondence paperwork and record keeping.

8. Learn and maintain skills necessary for backing-up other staff in the event of their unavailability, including Federal Firearms License compliance.

9. Maintain a Museum Tour Calendar to include handling tour requests and scheduling of staff to conduct tours in an accurate and timely manner.

10. Monitor, maintain and order office supplies as needed.

11. Recruit, monitor and assist in supervision of National Firearms Museum volunteers and interns, within divisional guidelines.

12. Assist, as directed in the reorganization of Museum inventory.

13. Provide overall support and promote the philosophy, goals, policies and mission of the NRA, General Operations and the National Firearms Museum.

14. Perform other duties as assigned.

SCOPE: High visibility with general public, NRA members, NRA committees, divisional and departmental staff, volunteers, interns, outside public and private agencies and other professional museum organizations and their staff. Position functions in a fast paced work environment with minimal direct supervision. Infrequent local and national travel required. Infrequent weekend work required. Position requires the lifting and carrying of a maximum of 30 lbs. of materials.

EDUCATION AND EXPERIENCE: B.A. degree and at least 2 years administrative experience preferred. Experience in firearms history helpful. Previous museum experience desired. Previous educational background or with youth groups desired. Website maintenance experience desirable.

KNOWLEDGE, SKILLS AND ABIILTIES: Excellent oral and written communications skills, including grammar, editing and proofreading required. Good interpersonal skills essential. Proven ability to perform financial duties required, budget management experience preferred. Ability to quickly grasp administrative systems required. Demonstrated ability to present a positive, personable and professional presence during interactions with the public and colleagues essential. Proficiency in Microsoft Office and other common computer applications required. Ability to operate and maintain office equipment required. Proven Internet fluency required. Legally able to handle or possess modern firearms required. Interest in and knowledge of firearms and history essential. Photography skills desired. Ability to use Photoshop software desired. Graphic design skills and ability to use Umbraco web software desired.

Pay: Up to $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Describe your thoughts on the Second Amendment

Experience:

• Administrative: 3 years (Preferred)
• Travel planning: 3 years (Preferred)
• museum: 2 years (Preferred)
• Graphic design: 2 years (Preferred)

Ability to Commute:

• Fairfax, VA 22030 (Required)

Work Location: In person