Project Specialist & Executive Assistant - USO

Why join our team?

With a mission that spans the globe, the USO provides a rewarding and fulfilling work environment. Our team is exceptional, and we offer generous paid time off, including volunteer days and military leave. We have a remarkable 401k match, comprehensive benefits, and opportunities for training and education reimbursement. Our team members are passionate about putting the mission first, and we have a lot of fun while doing it. Working for the USO isn't just a job – it's a calling, and we believe in doing what you love and loving what you do.

Don’t take our word for it. The external “Great Place To Work” survey found that:

• The USO is a Certified Great Place to Work 2023-2024
• 93% feel good about the ways we contribute to the community.
• 93% are proud to tell others they work here.
• 88% feel their work has special meaning: this is not "just a job."
• 89% feel that when you join the company, you are made to feel welcome.
• 91% feel people here are treated fairly regardless of their race.
• 87% feel people here are treated fairly regardless of their gender.

The Executive Assistant provides administrative, secretarial, and related duties for Regional President (RP). The Projects Specialist will provide oversight and project management for specific regional initiatives

Principal Duties and Responsibilities (*Essential Duties)

• Serve as primary point of contact for RP via telephone, e-mail, and in person with key internal and external stakeholders.*
• Monitor and arrange RP’s calendar, participation in meetings/conference calls, local and international events, budget and other activities.*
• Collect, organize and prepare reports, metrics, and presentations related to annual customer feedback surveys and overall program delivery.*
• Draft and prepare correspondence. Coordinate and prepare materials/presentations for meetings and events. Draft and prepare meeting summaries/minutes. Attend meetings as needed.*
• Prepare travel arrangements and process invoices, check requests and expense reports.*
• Lead and manage projects for key regional initiatives. Ensure that all involved parties understand the organizational goals driving the need for each assigned initiative. Define goals, determine approach, schedule, and resources available, assess/mitigate risk, manage expectations, report and deliver results to Regional President. Monitor progress on key initiatives to ensure their timely and successful completion. *
• Track and manage projects, activities and milestones, and report their statuses to the Regional President and key stakeholders.
• Support Regional President’s engagement with the Board of Governors, Regional boards, and local Board Chairs, and prepare for meetings and presentations. Prepare information necessary for participation in meetings, conference calls, events and other activities. *
• Plan and execute various board, senior leadership, and region wide staff meetings; develop meeting agendas, presentations, and other documents as needed. *
• Support Senior Development and Board Relations Officer’s management and administration of Regional and local boards
• Coordinate and liaise with Regional President’s direct reports, regional leaders, and other department leads in support of strategic initiatives, regional priorities and objectives, and project statuses/milestones. *
• Work with Regional President and regional leadership to plan, develop, implement and administer development and training programs for Northeast team. Provide needs assessment for training and staff development. *
• Monitor the strategic planning process for the region and within the organizational framework that is established.? Work closely with regional leadership team members to implement strategic projects/programs and track progress toward goals.*
• Draft and edit written materials such as region-wide emails, guidance, presentations, etc.*
• Other duties as assigned.

Job Specifications

• High School Diploma or equivalent. Bachelor’s Degree and/or IAAP preferred.
• 5+ years work experience in a senior administrative support role. Relevant experience in a not-for-profit, military, multicultural and/or global organization preferred.
• Strong interpersonal and customer service skills. Ability to interact with USO Leadership, the general public and military audiences at a variety of levels with integrity and professionalism.
• Proficiency using computers and electronics equipment. General knowledge of various software, applications, and programs including but not limited to Microsoft Office Suite and SharePoint.
• Demonstrated ability to exercise sound judgment related to controversial and/or culturally sensitive subjects. Ability to handle confidential information with tact and poise.
• Must be punctual, organized and self-motivated, with the ability to quickly and easily adapt to changing organizational needs.
• Ability to achieve desired results while working collaboratively in a team environment.
• Ability to perform basic math and follow proper cash/donation handling and reporting procedures.
• Ability to obtain and maintain proper credentials necessary to access USO Center locations and facilities including but not limited to security, credit and/or background screening, SOFA status, valid driver’s license.
• Must be a strong advocate of the USO’s mission.

Details

• This position is located in Irving, TX. Preference will be given to local candidates within commuting distance to the location.
• USO locations will adhere to local area and DOD guidelines regarding COVID vaccination/testing requirements. Employees may be required to be vaccinated or tested regularly per local requirements.
• Resume and cover letter are required for full consideration.
• Background check – education, criminal and driving required.
• The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

If that’s not enough to convince you, here are some direct quotes from employees:

• The organization truly cares about the people who work here.
• I have been with the USO for 4 years and have consistently been able to grow in my knowledge and position. It is a fun place to work and my work/life balance is manageable. The way the organization has handled COVID has been top notch - I never felt fearful that I would lose my job or be put in a situation where I did not feel safe. The benefits are great - PTO and 401k matching are top level.
• There is great consideration given and extended in the following areas: organizational core values for all, work-life balance, impact we can actually see (and even experience as a staff member- the feeling of making an impact is priceless), autonomy with respect to current position within the organization.
• Everyone is friendly and easy to talk to. We collaborate well together and share ideas and interests to create fun activities for our overall goal in the community. I couldn't think of a better organization to work for.
• The mission alone provides a positive and meaningful purpose, where people should want to work and be a part of. Most of the people who work for the USO and volunteer for the USO have giving hearts and want to make a difference. This also makes the organization a place where people would want to work.
• The mission and opportunities to make a Difference are amazing. There is no doubt that the USO is one of the most forward-facing, frontline serving nonprofits that I know of.

#theUSO

Apply today. Join the mission. Join Team USO.