Assistant to the Inspector General

Assistant to the Inspector General

Provide administrative support for the Inspector General, handle restricted or confidential matters and professionally communicate with visitors and callers. To perform a variety of secretarial duties in support of the activities of the Inspector Generals office; including the enforcement of the National Constitution and Bylaws, as well as Department and Chapter Bylaws and investigations of alleged violations of said Bylaws.

Essential Functions:

• Provide administrative support to the Inspector General
• Answer telephones, direct calls, and take messages
• Maintain inventory and reorder all office supplies for Front Office
• Communicate with fraternal leaders, employees, and other individuals to answer questions, disseminate or explain information, and address complaints
• Open, sort, and route mail for National Adjutant, Executive Director and National Commander when primary assistants are out of office and prepare outgoing mail
• Compute, record, and proofread data and other information, such as records or reports
• Research and respond to various requests for information
• Compose, format, proofread letters, memorandums, and other correspondence
• Assist in preparation of reports and presentations
• Operate office machines, such as photocopiers and scanners, voice mail systems, and personal computers
• Office liaison with IT Help Desk for office printers
• Arrange delivery of correspondence via mail or email utilizing Microsoft Outlook and Constant Contact
• Manage outlook calendars and arrange appointments
• Provide administrative and operational support across the Inspector Generals Office and the Executive Office, transitioning between responsibilities and assisting with departmental needs as directed to ensure continuity of operations.
• Assist in coordinating travel arrangements and reserving/purchasing airline tickets
• Provide support for Executive office functions and events
• Maintain the employee portal Administrative page content
• Comply with mandates of management and other duties as assigned

Essential Skills and Experience:

• Minimum 3 years of administrative support experience
• High school diploma or equivalent
• Type 50 or more wpm with accuracy
• Excellent communication both verbal and written
• Detail oriented and excellent proofreading skills
• Excellent organizational skills
• Excellent interpersonal skills
• Excellent telephone etiquette
• Aptitude for numbers
• High level of proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook, and SharePoint) and the ability to learn new software applications
• Discretion with confidential information

Degree of Supervision: No supervisory responsibilities

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: Job requires sitting up to four hours a day and standing six to eight hours a day. Body movement primarily in hand and arm functions associated with normal office activities. Hand and eye coordination, and hand dexterity is required for handwriting and keyboarding over prolonged periods of time. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This position requires occasional lifting and/or carrying of no more than 25 pounds, and bending, squatting, pushing, and pulling.

Work Environment: The noise level in the work environment is usually minimal.