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administrative assistant Jobs in Indianapolis

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human resources administrative assistant

legal administrative assistant litigation

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

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

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 Practice Support Specialist at our Indianapolis, IN location to support attorneys/paralegals in our litigation practice group.
<br>Responsibilities
<br><ul>
<li>Enter attorney time, as needed, to meet deadlines</li>
<li>Assist attorneys and legal administrative assistants in client inquiries</li>
<li>Assist partners in editing and finalizing bills</li>
<li>Participate in accounts receivable collection efforts</li>
<li>Assist team with projects, such as reviewing for accuracy official documents received for client matters and logging information from those documents in our information and document management system</li>
<li>Maintain telephone, email and personal contact with clients, attorneys, and staff</li>
<li>Observe confidentiality in all Firm and client matters</li>
<li>Provide backup overflow assistance to legal secretaries as needed</li>
<li>Other duties as assigned</li>
</ul>
Requirements
<br><ul>
<li>Working knowledge of accounting functions</li>
<li>Experience using Microsoft Office Suite, including Outlook, Excel and Word</li>
<li>Excellent writing, grammar, proofreading skills, and meticulous attention to detail</li>
<li>Excellent communication skills, both oral and written</li>
<li>Proven success as a positive team player, as well as an independent worker</li>
<li>Excellent organizational, problem-solving, and time management skills</li>
<li>Experience using attorney timekeeping and document management systems a plus</li>
<li>Law firm billing experience preferred</li>
<li>Familiarity with basic online resources</li>
<li>Possess strong organizational and time management skills, and 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>Ability to use good judgment</li>
</ul>
Equal Opportunity Employer

Litigation Practice Support Specialist

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>474267
</div></div></div></div><div><div><div><div><b>Location:
</b>Indianapolis, IN, US, 46205<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 (DCS):</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.<br>
<b><i>Vision</i></b>: Every child in Indiana thrives in a safe, loving, forever home.<br>
<b><i>Purpose</i></b>: Ignite hope. Cultivate joy.</div><div></div><div><b><br>
Role Overview:</b></div><div>
The Legal Assistant provides paralegal and administrative support for local and agency attorneys. You will assist in organizing, processing, and maintaining records related to DCS cases and may provide research, clerical support, and reporting when needed.</div><div></div><div><br>
This position is in the Indianapolis North DCS Office and will support staff in Marion County, and surrounding counties as needed.</div><div></div><div><b><br>
Salary:</b></div><div>
The salary for this position traditionally starts at $39,000 per year, 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>
Provide administrative and legal support to attorneys and legal divisions.</li><li>
Perform legal research under the direction of staff counsel or administrative law judge.</li><li>
Assist at depositions and hearings by taking notes, providing follow-up questions to attorneys, and keeping track of documents.</li><li>
Prepare, proofread, or process legal documents, such as summonses, subpoenas, complaints, appeals, motions, or pretrial agreements.</li><li>
Mail, fax, or arrange for delivery of legal correspondence to clients, witnesses, and court officials.</li><li>
Receive and respond to inquiries regarding current hearings from attorneys, legislators, or clients by telephone, email, and/or correspondence.</li><li>
Schedule hearing dates and sites, makes appointments, and manages calendars.</li><li>
Travel to hearing sites and set up sites, materials, and equipment.</li><li>
Organize and maintain law libraries, database systems, documents, and case files.</li></ul><div></div><div><br>
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>
Knowledge of legal procedures and terminology.</li><li>
Strong written and verbal communication skills.</li><li>
Strong organizational skills with the ability to prioritize tasks effectively.</li><li>
Strong attention to detail and proofreading skills.</li><li>
Proficient in using Microsoft Office Suite (Word, Excel, Outlook).</li><li>
Ability to work with sensitive documents and information, and be privy to sensitive agency information without divulging information to internal or external parties.</li><li>
Ability to work independently.</li><li>
Ability to provide effective and professional customer service to internal and external parties.</li><li>
Ability to perform essential functions with or without reasonable accommodation.</li></ul><div></div><div><b><br>
A degree is not required. However, a a High School Diploma or High School Equivalent (HSE) and 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>

Legal Assistant

Frasco Inc.

<div>Description:
<p><b>
Job Title:</b> Surveillance Investigator</p><p><b>
Job Location</b>: Indianapolis, IN</p><p><b>
Job Type:</b> Full-Time, Billable Hours, Non-exempt</p><p>
Eager to start your career in a growing industry? Get paid to learn the ropes of fraud investigation and real-world surveillance. Frasco offers fully paid investigator training to help you launch your career!</p><b>
Is surveillance right for you? Watch this:</b> https://youtu.be/KRkQkTQqPnM<p><b>
Compensation:</b></p><ul><li>
Hourly Rate: $20 - $26 per hour (Weekly Pay) Commensurate with experience and performance</li><li>
Travel Time: Travel commute time is compensated at 100% of regular hourly rate, after standard commute deduction</li><li>
Mileage Reimbursement: $0.50 per mile for all portal-to-portal and mobile surveillance mileage</li><li>
Paid Administrative Time: Paid at regular hourly rate (report writing, administrative time, etc.)</li><li>
Paid Training: Paid at regular hourly rate</li></ul><p><b>
Full-Time Benefits:</b></p><ul><li>
Paid Time Off and Paid Holidays</li><li>
Health, Dental, Vision, Employer Paid Life Insurance, Supplemental Health Benefits, Flexible Spending Accounts</li><li>
401K with Company Match</li></ul><p><b>
About Us:</b></p><p>
Frasco has been in business for 60 years as a family-owned full-service investigation company with hundreds of investigators and regional office nationwide. Our vibrant company culture, driven by core values of integrity, innovation, and excellence, fosters a supportive and collaborative environment where every individual is valued. We are committed to diversity and inclusion, encouraging applications from all backgrounds. Join us to make a meaningful impact and thrive in a positive, respectful workplace.</p><p><b><br>
Responsibilities:</b></p><ul><li>
Review assignments to determine case objectives and develop or follow action plans</li><li>
Utilize various surveillance equipment and technology</li><li>
Perform surveillance and activity checks, documenting video footage and relevant information</li><li>
Conduct surveillance indoors and outdoors, involving extended periods of walking, standing, or sitting</li><li>
Drive safely and effectively in varied weather and traffic conditions</li><li>
Move swiftly and discreetly to observe subjects</li><li>
Maintain high standards of communication and confidentiality, adhering to ethical and legal guidelines</li><li>
Prepare detailed reports with timestamps and supporting evidence for legal use</li><li>
Adapt to changing circumstances and work flexible hours, including nights, weekends, and holidays</li><li>
Attend and testify at hearings as required</li></ul>
Requirements:
<ul><li>Exceptional writing and communication skills</li><li>
Strong attention to detail and commitment to accuracy and quality</li><li>
Ability to work independently and meet established deadlines</li><li>
Strong critical thinking skills</li><li>
Self-starter with accountability for results and performance</li><li>
Flexible schedule, including weekends</li><li>
Ability to travel to and from assignments daily</li></ul><p><b>
Qualifications and Equipment:</b></p><ul><li>
Valid driver&rsquo;s license with good driving record</li><li>
Minimum Auto Insurance Coverage: $100,000 per person, $300,000 per accident bodily injury, and $50,000 property damage</li><li>
Reliable personal vehicle, tinted windows preferred</li><li>
HD camcorder, covert camera, smartphone, computer or laptop, and internet connectivity</li><li>
Windows 11 or greater required, with 8+gb of RAM preferred</li><li>
Mac OSX 13 or greater required for iMac</li></ul><p><b>
Preferred Experience:</b></p><ul><li>
High school diploma or associate&rsquo;s degree in criminal justice or related field</li><li>
Military background; insurance or investigations experience</li></ul>
Start your career with a leader in the investigations industry that is financially stable, is experiencing growth, and whose history spans over 60 years!<br>
<b>Ready to make a difference? Apply now!</b>All replies are confidentialEqual Opportunity EmployerPM18</div>

Surveillance Investigator

<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

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>

Executive Assistant

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