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administrative assistant

State of Indiana

<p></p><div><div><div><div><div><b>Date Posted: </b>Mar 12, 2026
</div></div></div></div><div><div><div><div><b>Requisition ID: </b>474151
</div></div></div></div><div><div><div><div><b>Location:
</b>Indianapolis, IN, US, 46204<br>
</div></div></div></div><div></div><div><div><div><div><div><b>Work for Indiana</b></div><div></div><div><div><br>
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.</div></div><div></div><div><b><br>
About the Indiana State Board of Accounts (SBOA):</b><br>
The Indiana State Board of Accounts is dedicated to providing the citizens of the State of Indiana with complete confidence in the integrity and financial accountability of state and local government. The Indiana State Board of Accounts is committed to providing the legislature and other interested parties with accurate and reliable information, and the key factors in achieving this commitment are the competency and professionalism of our staff. The Board of Accounts, for more than 100 years, has been holding government officials accountable to their constituents for financial reporting and following the Indiana Code when making any type of decision that relates to taxpayer dollars.</div><div><b><br>
Salary Statement</b>:</div><div>
The salary for this position traditionally starts at $34,216.00 but may be commensurate with education or work experience.</div><div></div><div><div><div><div><b><br>
A Day in the Life:</b></div>
</div><div><div>
The essential functions of this role are as follows:</div><ul><li>
Works as a professional staff assistant within a state agency or organization performing multiple administrative tasks.</li><li>
Researches and prepares various reports on agency programs and/or procedures.</li><li>
Prepares and maintains procedural manual for agency functions.</li><li>
Reviews policies, plans and procedures for administrative soundness.</li><li>
Coordinates the work of various sections of the agency or department.</li><li>
Answers inquiries from the public concerning policy and procedures in assigned area.</li><li>
Makes recommendations to administrator about procedures and methods to improve efficiency and effectiveness.</li><li>
Monitors and documents activity occurring in their respective department to ensure compliance with applicable federal, state, and local rules and regulations.</li></ul><div>
The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.</div></div></div><div><div><div><b>
What You'll Need for Success:</b></div>
</div><div><div>
Individuals in this role should minimally be able to articulate or demonstrate the following:</div><ul><li>
Specialized knowledge of the basic principles and theories of administrative management.</li><li>
Working knowledge of research techniques and report composition.</li><li>
Effective written and verbal communication skills.</li><li>
Attention to detail and proofreading skills.</li><li>
Organizational skills with the ability to prioritize tasks effectively and multitask.</li><li>
Ability to use Microsoft Office Suite (Word, Excel, Outlook).</li><li>
Ability to analyze procedures and policies and write procedural manuals and recommend improvements.</li><li>
Ability to coordinate the work of section staff.</li><li>
Ability to maintain cooperative work relationships.</li></ul><div><b>
A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 4 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.</b></div><div>
Individuals should have the ability to perform essential functions with or without reasonable accommodation.</div></div></div><div><div><div><b>
Supervisory Responsibilities/Direct Reports:</b></div>
</div><div><div>This role may be utilized in a supervisory capacity based on agency needs.</div></div></div></div><div></div><div><b><br>
Benefits of Employment with the State of Indiana:</b></div><div>
The State of Indiana offers a comprehensive benefit package for full-time employees which includes:</div><ul><li>
Three (3) medical plan options (including RX coverage) as well as vision and dental plans</li><li>
Wellness Rewards Program: Complete wellness activities to earn gift card rewards</li><li>
Health savings account, which includes bi-weekly state contribution</li><li>
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match</li><li>
Two (2) fully-funded pension plan options</li><li>
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:<ul><li>
150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers</li><li>
Up to 15 hours of paid community service leave</li></ul></li><li>
Combined 180 hours of paid vacation, personal, and sick leave time off</li><li>
12 paid holidays, 14 on election years</li><li>
Education Reimbursement Program</li><li>
Group life insurance</li><li>
Referral Bonus program</li><li>
Employee assistance program that allows for covered behavioral health visits</li><li>
Qualified employer for the Public Service Loan Forgiveness Program</li><li>
Free Parking for most positions</li><li>
Free LinkedIn Learning access</li></ul><div></div><div><b><br>
Equal Employment Opportunity:</b></div><div>
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.</div></div></div></div></div></div><p></p>

Administrative Assistant

<p></p><div><div><div><div><div><b>Date Posted: </b>Mar 12, 2026
</div></div></div></div><div><div><div><div><b>Requisition ID: </b>474054
</div></div></div></div><div><div><div><div><b>Location:
</b>Indianapolis, IN, US, 46204<br>
</div></div></div></div><div></div><div><div><div><div><div><b>Work for Indiana</b></div><div></div><div><div><br>
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.</div></div><div></div><div><b><br>
About the Department of Child Services:</b></div><div>
Join a group of passionate, dedicated public servants to support one of Indiana&rsquo;s most critical missions!</div><div></div><div><br>
The Department of Child Services helps children who are victims of abuse or neglect and strengthens families through services that focus on family support and preservation. We pursue permanency for children and families through reunification, guardianship, and adoption. Our services also encompass foster care, child support, and transitional support for those adjusting to adulthood. Our culture is built upon our <b><i>MVP </i></b>foundation:</div><div><b><i><br>
Mission</i></b>: Champion Indiana&rsquo;s future by protecting children and strengthening families with compassion and determination.</div><div><b><i>
Vision</i></b>: Every child in Indiana thrives in a safe, loving, forever home.</div><div><b><i>
Purpose</i></b>: Ignite hope. Cultivate joy.</div><div></div><div><b><br>
Role Overview</b>:</div><div>
The Administrative Assistant supports the Executive Director of Operations with administration, legislative compliance, and strategic priorities to reduce bottlenecks. You will provide essential value through proactive calendar management, workflow organization, and technical proficiency to directly enhance productivity and availability of the Executive Director. You will also support the Executive Director to ensure agency compliance related to child fatality and near fatality reports, as outlined within the Indiana Code and Indiana Administrative Code.</div><div></div><div><br>
This role requires the highest level of integrity, confidentiality, and professionalism. Accuracy in collecting information and maintaining timely reports is essential.</div><div></div><div><b><br>
Salary</b>:</div><div>
The salary for this position traditionally starts at $34,216, but may be commensurate with education or work experience.</div><div></div><div><br>
Use our Compensation Calculator to view the total compensation package.</div><div></div><div><div><div><div><b><br>
A Day in the Life:</b></div>
</div><div><div>
Responsibilities include:</div>
<ul>
<li>Work as a professional staff assistant within a state agency or organization performing multiple administrative tasks.</li>
<li>Research and prepare various reports on agency programs and/or procedures.</li>
<li>Prepare and maintain procedural manual for agency functions.</li>
<li>Review policies, plans and procedures for administrative soundness.</li>
<li>Coordinate the work of various sections of the agency or department.</li>
<li>Answer inquiries from the public concerning policy and procedures in assigned area.</li>
<li>Make recommendations to administrator about procedures and methods to improve efficiency and effectiveness.</li>
<li>Monitor and document activity occurring in their respective department to ensure compliance with applicable federal, state, and local rules and regulations.</li></ul><br>
<div></div>
<div>
The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time.</div></div></div><div><div><div><b>
What You'll Need for Success:</b></div>
</div><div><div>
Individuals in this role should minimally be able to articulate or demonstrate the following:</div>
<ul>
<li>Specialized knowledge of the basic principles and theories of administrative management.</li>
<li>Working knowledge of research techniques and report composition.</li>
<li>Effective written and verbal communication skills.</li>
<li>Attention to detail and proofreading skills.</li>
<li>Organizational skills with the ability to prioritize tasks effectively and multitask.</li>
<li>Ability to use Microsoft Office Suite (Word, Excel, Outlook).</li>
<li>Ability to analyze procedures and policies and write procedural manuals and recommend improvements.</li>
<li>Ability to coordinate the work of section staff.</li>
<li>Ability to maintain cooperative work relationships.</li>
<li>Ability to perform essential functions with or without reasonable accommodation.</li></ul><br>
<div></div>
<div><b>
A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 4 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.</b></div></div></div><div><div><div><b>
Supervisory Responsibilities/Direct Reports:</b></div>
</div><div><div>This role may be utilized in a supervisory capacity based on agency needs.</div></div></div></div><div></div><div><b><br>
Benefits of Employment with the State of Indiana:</b></div><div>
The State of Indiana offers a comprehensive benefits package for full-time employees that includes:</div><ul><li>
Three (3) medical plan options (including RX coverage) as well as vision and dental plans</li><li>
Wellness Rewards Program: Complete wellness activities to earn gift card rewards</li><li>
Health savings account, which includes bi-weekly state contribution</li><li>
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match</li><li>
Two (2) fully-funded pension plan options</li><li>
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:<ul><li>
150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers</li><li>
Up to 15 hours of paid community service leave</li><li>
Combined 180 hours of paid vacation, personal, and sick leave time off</li><li>
12 paid holidays, 14 in election years</li></ul></li><li>
Education Reimbursement Program</li><li>
Group life insurance</li><li>
Referral Bonus program</li><li>
Employee assistance program that allows for covered behavioral health visits</li><li>
Qualified employer for the Public Service Loan Forgiveness Program</li><li>
Free Parking for most positions</li><li>
Free LinkedIn Learning access</li></ul><div></div><div><b><br>
Equal Employment Opportunity:</b></div><div>
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.</div></div></div></div></div></div><p></p>

Administrative Assistant, Strategic Initiatives

Dinsmore & Shohl LLP

At Dinsmore, our strength comes from our people. With more than 750 attorneys across 30+ offices nationwide, we are dedicated to building a dynamic, client-focused Firm recognized for excellence. Together we work to build a strong market profile, highlighting our capabilities to clients and attracting talented attorneys and business professionals who seek a supportive environment where they can thrive. Discover how you can grow with us at www.dinsmore.com.
<br><br>
Dinsmore is seeking a Legal Administrative Assistant at our Indianapolis, IN location to support multiple attorneys/paralegals in connection with commercial litigation.
<br><br>
Responsibilities
<br><br>
<ul>
<li>File and client management, formatting, proofreading and editing of documents, electronic filings, time entry, expense reimbursements, travel arrangements, and other administrative support</li>
</ul>
Requirements
<br><br>
<ul>
<li>Solid work history including 3-5 recent years providing legal administrative support in the area of litigation required</li>
<li>Effectively reporting to multiple attorneys</li>
<li>Exposure to the following practice areas or a desire and ability to learn these areas is necessary: Environmental, Workers’ Compensation, Commercial Litigation, and TORT</li>
<li>Ability to communicate effectively with all levels of staff including attorneys, paralegals and other Assistants throughout the Firm</li>
<li>Intermediate to advanced-level use of Microsoft Office Suite, .pdf editing software, and related legal software</li>
<li>Experience with E-filing (federal and state)</li>
<li>Experience using attorney timekeeping software and document management systems</li>
<li>Excellent writing, grammar, proofreading skills, and meticulous attention to detail</li>
<li>Possess strong organizational and time management skills, with a keen ability to multi-task</li>
<li>Proven success as a positive team player, as well as an independent worker</li>
<li>Ability to excel in a fast-paced environment</li>
<li>We seek candidates that are self-directed, high energy, and have advanced computer skills</li>
</ul>
Equal Opportunity Employer

Litigation Legal Administrative Assistant

Bose McKinney & Evans LLP

<div><ul><li><div>Provide administrative support to all assigned timekeepers</div></li><li><div>
Provide back up support to other administrative assistants when time allows
</div></li><li><div>Prepare, transcribe and proofread various documents, pleadings and business correspondence in a timely, appropriate manner</div></li><li><div>
Electronic filing in state, federal and appellate courts</div></li><li><div>
Scan/copy documents</div></li><li><div>
Enter daily timesheets, proofread, edit and finalize proformas
</div></li><li><div>Prepare reimbursement requests</div></li><li><div>
Plan and schedule meetings and maintain timekeepers&rsquo; calendars as needed</div></li><li><div>
Coordinate and make travel arrangements</div></li><li><div>
Open and close client files on a routine basis</div></li><li><div>
Communicate directly with clients in a professional manner</div></li><li><div>
Other duties as assigned</div></li></ul><ul><li><div>
5+ years of legal administrative experience required</div></li><li><div>
Advanced computer skills: Microsoft Office 365 including Excel, Outlook and Word</div></li><li><div>
Litigation experience and proficiency with electronic case filing is required</div></li><li><div>
Knowledge of the NLRB and its rules and website is preferred</div></li><li><div>
Knowledge of time entry (Aderant) and document management (IManage) programs</div></li><li><div>
Knowledge of Kofax Power PDF Advanced and Adobe Acrobat</div></li><li><div>
Knowledge of transcription software (WinScribe)</div></li><li><div>
Knowledge of comparison software (Litera Compare and Microsoft Track Changes)</div></li><li><div>
Produce high-quality work product
</div></li><li><div>Excellent proofreading skills and is both detail-oriented as well as organized</div></li><li><div>
Professional verbal and written communication skills and is a perceptive listener</div></li><li><div>
Positive team player, independent self-starter, takes direction well and accepts a challenge</div></li><li><div>
Professional attitude and excellent customer service skills</div></li><li><div>
Outstanding interpersonal skills to work effectively within a team environment</div></li><li><div>
Demonstrate good judgment and discretion</div></li><li><div>
Ability to prioritize, multi-task, adapt to new assignments, meet deadlines and maintain poise in a fast-paced, highly demanding environment</div></li><li><div>
Willingness and desire to attend training classes to maintain and increase technical skills</div></li><li><div>
Regularly report to work and adhere to designated work schedule</div></li><li><div>
Professional appearance</div></li></ul><div><div>
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This is not a remote position.</div></div></div><p></p>

Legal Administrative Assistant - Litigation

Acro Service Corp

<div>
 <p>
  Job Description
 </p>
 <p>
  Candidate provides timely, appropriate and professional responses to all public contact with the Commission. Intake/Case Control staff shall answer questions, makes referrals, draft complaints and forward calls to appropriate Commission staff. The Intake/Case Control staff serves as a professional staff memeber within the Commission and provides a front-line response to the public for questions and issues concerning the Commission. This position requires a strong level of organization as well as interpersonal skills, integrity and sound judgment. The candidate is privy to sensitive and highly confidential information and receives instructions for new and complex tasks.
 </p>
 <p>
  <br/>
 </p>
 <p>
  Responsibilities include but are not limited to the following
 </p>
 <p>
  &bull; Respond to online inquiries regarding the filing of complaints
 </p>
 <p>
  &bull; Effectively interview potential Complainants
 </p>
 <p>
  &bull; Analyze and summarize information received from online inquiries
 </p>
 <p>
  &bull; Prepare investigative work case files for invetigations
 </p>
 <p>
  &bull; Send Notice of Complaints and interrogatories to relevant parties
 </p>
 <p>
  &bull; Provides excellent customer service, via telephone and in person
 </p>
 <p>
  &bull; Responsible for monthly reporting
 </p>
 <p>
  &bull; Analyze and apply relevant laws to establish jurisidiction over cases for ICRL enforcement areas
 </p>
 <p>
  &bull; May be responsible for drafting appropriate motions before the Commission, including, but not limited to administrative dismissals and default orders
 </p>
 <p>
  &bull; Research databases for correct contact information for relevant parties and witnesses
 </p>
 <p>
  &bull; Other duties as assigned
 </p>
 <p>
  <br/>
 </p>
 <p>
  Preferred Experience
 </p>
 <p>
  &bull; Practical knowledge of the Indiana Civil Rights Law and Federal Civil Rights Laws
 </p>
 <p>
  &bull; Ability to interpret, analyze and apply the laws appropriately and relevantly to areas covered by the Civil Rights Law
 </p>
 <p>
  &bull; Ability to interpret and apply Commission policies and procedures as they relate to the charges of discrimination filed
 </p>
 <p>
  &bull; Interpersonal skills, especially when dealing with the public
 </p>
 <p>
  &bull; Detail orientated work ethic
 </p>
 <p>
  &bull; Strong organizational skills with the ability to manage various projects simultaneously
 </p>
 <p>
  &bull; Working knowledge of computers and Microsoft Office Suite
 </p>
 <p>
  &bull; Ability to type with speed and accuracy
 </p>
 <p>
  &bull; General knowledge of functions of other departments and agencies and their relationships to the intake/case control division
 </p>
 <p>
  &bull; Ability to communicate effectively and ability to establish cooperative work relationships
 </p>
</div>


Human Resources Administrative Assistant

<p></p><div><div><div><div><div><b>Date Posted: </b>Mar 17, 2026
</div></div></div></div><div><div><div><div><b>Requisition ID: </b>474676
</div></div></div></div><div><div><div><div><b>Location:
</b>Indianapolis, IN, US, 46204<br>
</div></div></div></div><div></div><div><div><div><div><div><b>Work for Indiana</b></div><div></div><div><div><br>
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.</div></div><div></div><div><b><br>
About Indiana State Museum and Historic Sites (ISMHS):</b></div><div>
The Indiana State Museum and Historic Sites is a statewide museum system with 12 locations, including a central museum based in Indianapolis. Our mission is to ignite wonder, inspire curiosity, reveal stories and create connections. Our values are Integrity, Stewardship, Interconnectivity and Transparency.</div><div></div><div><b><br>
Role Overview:</b></div><div>
As a Not-for-Profit, the Indiana State Museum and Historical Sites is looking for a professional who has knowledge of program management, presentations preparation, travel logistics, event coordination, and calendaring along with the ability to be agile and jump into this role supporting the President and CEO.</div><div></div><div><b><br>
Salary:</b></div><div>
This position traditionally starts at an annual salary of $72,100 but may be commensurate with education and job experience.</div><div></div><div><br>
Use our Compensation Calculator to view the total compensation package.</div><div></div><div><div><div><div><b><br>
A Day in the Life:</b></div>
</div><div><div>
As the Executive Assistant to the President and Chief Executive Officer (CEO), this role will support, maintain, and coordinate the following activities:</div>
<ul>
<li>Provides daily administrative support to the CEO and Leadership Team including calendar management.</li>
<li>Serves as the administrative liaison for ISMHS to the Governor&rsquo;s office and the ISMHS Board of Directors.</li>
<li>Proactively manages appointments and projects for the CEO and among the senior leadership team.</li>
<li>Aligns incoming requests with executive priorities to ensure top priorities are addressed first.</li>
<li>Manages organizational donor events.</li>
<li>Serves as lead coordinator for staff meetings and other senior leadership-led events.</li>
<li>Prepares various engaging and informative executive-level reports and presentations as needed.</li>
<li>Proofreads and edits all communications from the CEO.</li>
<li>Drafts and issues communication with the CEO as needed.</li>
<li>Manages the governance requirements of the organization including Indiana State Statute, Indiana State Museum Foundation Bylaws, and a variety of staff and board policies.</li>
<li>Assists senior leadership team as needed in completing a variety of project work.</li>
<li>Maintains office equipment and ongoing supply inventory within designated budget.</li></ul><br>
<div></div>
<div>
The job description is not intended to be a comprehensive listing of all activities, duties, or responsibilities required of the employee. Other duties, responsibilities, and activities may be changed or assigned at any time.</div><br>
<div></div>
<div>
This position is exempt from overtime compensation for additional work hours that may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.</div></div></div><div><div><div><b>
What You'll Need for Success:</b></div>
</div><div><div>
Qualifications:</div>
<ul>
<li>High school degree or GED is required. Bachelor&rsquo;s degree is preferred.</li>
<li>Three to five years of senior administrative assistant experience required; or equivalent.</li></ul><br>
<div></div>
<div>
Knowledge, skills, and abilities:</div>
<ul>
<li>Experience supporting a senior-level administrator, preferably in a not-for-profit setting.</li>
<li>Demonstrated strength in critical thinking and in identifying/recommending solutions for evolving business needs.</li>
<li>Ability to handle multiple assignments while responding quickly to changing needs and priorities.</li>
<li>Proficient with the Microsoft Suite.</li>
<li>Organized with the ability to work with minimal supervision, ability to problem solve through strategic thinking and planning with tactical implementation and execution.</li>
<li>Able to perform essential functions with or without reasonable accommodation.</li>
</ul></div></div><div><div><div><b>Supervisory Responsibilities/Direct Reports:</b></div>
</div><div><div>This role may be utilized in a supervisory capacity based on agency needs.</div></div></div></div><div></div><div><b><br>
Benefits of Employment with the State of Indiana:</b></div><div>
The State of Indiana offers a comprehensive benefits package for full-time employees that includes:</div><ul><li>
Three (3) medical plan options (including RX coverage) as well as vision and dental plans</li><li>
Wellness Rewards Program: Complete wellness activities to earn gift card rewards</li><li>
Health savings account, which includes bi-weekly state contribution</li><li>
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match</li><li>
Two (2) fully-funded pension plan options</li><li>
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:<ul><li>
150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers</li><li>
Up to 15 hours of paid community service leave</li><li>
Combined 180 hours of paid vacation, personal, and sick leave time off</li><li>
12 paid holidays, 14 in election years</li></ul></li><li>
Education Reimbursement Program</li><li>
Group life insurance</li><li>
Referral Bonus program</li><li>
Employee assistance program that allows for covered behavioral health visits</li><li>
Qualified employer for the Public Service Loan Forgiveness Program</li><li>
Free Parking for most positions</li><li>
Free LinkedIn Learning access</li></ul><div></div><div><b><br>
Equal Employment Opportunity:</b></div><div>
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.</div></div></div></div></div></div><p></p>

Executive Assistant

The American Legion

<div><h2 class="jobSectionHeader"><b>Job Description</b></h2><p><b>
General Summary:</b></p><p>
The Executive Assistant serves as the primary point of contact for staff, volunteers, and members on all matters pertaining to the National Officers, with a primary focus on the National Vice President and National President. This role is primarily responsible for managing executive services in support of the National Officers, with secondary responsibility for providing administrative and project-based support to the Executive Director and Deputy Executive Director.<br>
<br>
The position reports directly to the Deputy Executive Director and works closely with executive leadership to ensure alignment, continuity, and effective communication. The executive assistant must thrive working in a nonprofit environment that is mission driven and membership oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion, sound judgment, and professionalism.</p><p>
 <b>Key Responsibilities</b><b>:</b></p><p>
The Executive Assistant provides comprehensive executive support to the National Officers, ensuring effective coordination, communication, and execution of responsibilities across the organization.</p><ul><li>
Completes a broad range of administrative tasks for National Leadership and the Administration Division, including the following: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings with detailed itineraries.</li><li>
Plans, coordinates and ensures the National Officers and Executive Leadership schedules are followed and respected.</li><li>
Communicates directly, and on behalf of the National Officers, to volunteers, members, National Headquarters staff, and others.</li><li>
Serves as key liaison to ensure effective communication between the National Officers and internal divisions, demonstrating leadership to maintain credibility, trust, and support with staff, including detailed committee minutes and meeting notes.</li><li>
Works closely and effectively with the Deputy Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.</li><li>
Prioritizes conflicting needs, and handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.</li></ul><p><br>
 <b>Essential Job Functions</b><b>:</b></p><p>
National Officer Travel/Meetings</p><ul><li>
Plan domestic and foreign travel<ul><li>
Flights, lodging and ground transportation</li><li>
Coordinating with departments/states to produce detailed travel itineraries for National President and Vice President</li><li>
Communicate National President and Vice President travels to staff, volunteers, and representatives of The American Legion</li></ul></li><li>
Maintain annual schedule for National President and Vice President<ul><li>
Coordinate National Vice President&rsquo;s planning meetings</li><li>
Order, ship, maintain inventory for National President&rsquo;s pins</li><li>
Maintain tracking of National President&rsquo;s cost of travel</li><li>
Assist Deputy Executive Director with fiscal year National Officer travel budget</li></ul></li><li>
Attend meetings and prepare minutes<ul><li>
Attend events as the National President&rsquo;s assistant</li><li>
Attend board meetings and committee meetings while taking minutes</li><li>
Prepare materials before meetings in electronic/paper format for National Officers</li></ul></li><li>
Travel Authorizations &amp; Meeting Requests<ul><li>
Homecomings, Spring Meetings with The American Legion, representing National President/Past National President Memorial, National Vice President planning meetings, Post-NEC incoming National Division Vice Presidents, The American Legion Membership Workshop, and the Leading Candidate in July meeting</li></ul></li><li>
National Appointments<ul><li>
Tracking National Appointment changes and facilitating replacement process</li><li>
Application process, including the creation of application via Formstack</li><li>
National Appointment process: Formstack updated, Nov. 1 &ndash; Dec. 15; sending acceptance paperwork and tracking<br>
</li></ul></li><li>
Ensures the National President&rsquo;s biography is kept updated and responds to requests for materials regarding the National President and organization in general</li><li>
Coordinates credit card reconciliation for the National President and National Vice President, including preparation of expense reports and collection and organization of supporting receipts and documentation</li><li>
Supports organizational financial planning by coordinating the collection of departmental budget information for the annual budget process and assisting leadership with monitoring expenditures and budget performance throughout the fiscal year</li></ul><p><br>
National Convention/National Meetings</p><ul><li>
Ability to travel approximately 7-13 days in duration for the National Convention, work overtime, evenings, and weekends<ul><li>
Court Reporter<ul><li>
Initiate MOU process/secures dates</li><li>
On-site liaison</li><li>
Close with invoice payment and transcripts</li><li>
Prepare National Convention stage scripts, editing through dates and committee positions/ National Convention scripting understudy</li></ul></li><li>
Scripts<ul><li>
First-round edit preparation</li><li>
On-site compilation</li><li>
Ensure scripts get to the correct location, and on stage</li><li>
Responsible for lunch, dinner, and National President&rsquo;s Awards for Excellence scripts</li></ul></li><li>
Gifts and Awards<ul><li>
National President&rsquo;s Award for Excellence</li><li>
National President&rsquo;s gifts</li><li>
National Vice President&rsquo;s gifts</li></ul></li><li>
National President<ul><li>
Accompany National President to National Convention, managing the National President Schedule, invitations, and speaking engagements</li><li>
Corresponding with special guest for events</li><li>
Coordinate virtual meetings for incoming leadership: National Officers, National Chairs, National Division Vice Presidents for travel specifics</li><li>
Manage driver schedule</li><li>
Manage invitations for reception and Past National Presidents receptions</li></ul></li><li>
Liaison to National Convention Chairs<ul><li>
Rules, Resolutions, and Credentials</li><li>
Includes pre-meetings, pre-convention materials, scripts, and virtual meetings</li></ul></li><li>
Act as point of contact for planning the July Leadership Meeting<ul><li>
Meeting request form, catering, work with Events Team, ensures the American Legion Auxiliary has an updated agenda from The American Legion</li></ul></li><li>
Military Staff Appreciation (Friday before Mother&rsquo;s Day)<ul><li>
Gift ideas, execute presentation/distribution, manage budget</li></ul></li><li>
Member of internal staff committee that selects National Veterans Creative Arts Festival artwork options for annual notecard
</li><li>Holiday cards/vendor list/options to National President; order, staff signing, and mailing</li><li>
Fiscal year budget preparation</li><li>
National projects</li></ul></li></ul><p><br>
Executive Leadership
</p><ul><li>Assist Executive Director and Deputy Executive Director with travel budgets</li><li>
Attend meetings and prepare reports</li><li>
Provides secondary administrative support to the Executive Director and Deputy Executive Director, including calendar coordination, meeting scheduling, and logistical support as needed</li><li>
Coordinates credit card reconciliation for Executive Director, and Deputy Executive Director, including preparation of expense reports and collection and organization of supporting receipts and documentation</li></ul><p><b><br>
Knowledge, Skills and Abilities</b><b>:</b></p><ul><li>
Demonstrated ability to support organizational leaders with diplomacy, discretion, and sound judgment</li><li>
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail</li><li>
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and members</li><li>
Expert professional-level written and verbal communication skills</li><li>
Possesses a high level of emotional maturity</li><li>
Proven ability to handle confidential information with discretion</li><li>
Adaptable to various competing demands and demonstrate the highest level of member service and response</li><li>
Analytical thinker who actively identifies possible issues and proposes solutions</li><li>
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Canva, Formstack, social media, and virtual meeting platforms</li></ul><p><br>
 <b>Education and Experience:</b></p><ul><li>
Bachelor&rsquo;s degree and 3 years of experience supporting executives, preferably in a nonprofit organization</li><li>
Any equivalent work experience and education from the above</li></ul><h2 class="jobSectionHeader"><b>
Company Description</b></h2><p>
Over the years, The American Legion Family has influenced considerable social change in America, won hundreds of benefits for veterans, helped military families through transition, and produced many important programs for our country&rsquo;s youth. Today, ALA members across the country are helping military families cope with the effects of multiple deployments. The toll on our all-volunteer force and their families has been enormous. The Auxiliary&rsquo;s efforts are focused in three primary areas:</p><ul><li>
Veterans/Military Support &amp; Advocacy</li><li>
Family Support</li><li>
Youth Development</li></ul><p><b><br>
American Legion Auxiliary</b> is always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application!<br>
<br>
<b><i>American Legion Auxiliary</i></b><i> is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status.</i></p><h2 class="jobSectionHeader"><b>
Benefits</b></h2><p>
Competitive benefit and compensation package includes:</p><ul><li>
Competitive Base Salary with Annual Increases</li><li>
Flexible work option with start/end times and hybrid schedule</li><li>
Generous Paid Time Off and Volunteer Time Off</li><li>
15 Paid Days Off for Holidays</li><li>
Medical coverage with multiple plan options, with FSA or HSA</li><li>
Dental and Vision coverage</li><li>
Wellness Support with EAP services
</li><li>Employer paid Short Term and Long Term Disability Coverage</li><li>
Employer paid Basic Life and AD&amp;D Coverage</li><li>
Additional ancillary insurance available for election</li><li>
401K Retirement with 100% match up to 3%. Pre-tax and Roth Deferral Accounts</li><li>
Financial Planning Resources and other Employee Discount Services</li><li>
Cell Phone Reimbursement based upon eligibility</li><li>
Professional Development</li><li>
Onsite Parking</li><li>
Direct Deposit</li></ul></div>

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