The VFW National Auxiliary is looking for an Administrative Assistant

Administrative Assistant – Programs

Deadline for application: May 1, 2018

Relocation costs not covered.

Job Summary

Opening for an Administrative Assistant with in the Programs Division of a 100+ year old national non-profit organization. We are looking for a full time Administrative Assistant that will assist the organization with completing accurate and timely daily tasks, projects, and reports. A typical workday would include but is not limited to the following tasks: receives telephone callers and visitors at National Headquarters, determines nature of business, and directs callers and visitors to destination. Reads and routes incoming mail. Copying, faxing, filing, preparing and completing reports, preparing official correspondence, and completing mailings.

Responsibilities and Duties

  • Provide excellent service to members. Member satisfaction is the highest priority.
  • Assists Director of Programs & Communications in various areas including: answering queries from Departments and Auxiliaries by phone or through other types of correspondence; training of back-up personnel as pertains to all programs.
  • Accurately and expeditiously create memos, correspondence, reports, spreadsheets, and other documents.
  • Prepares and prints awards, citations memorandums and other correspondence and citations from data sources as pertains to the all programs and VAVS program.
  • Proofreads all printed materials and awards as pertains to all programs and VAVS program.
  • Performs variety of clerical duties including data entry that could include updating member information, processing membership dues, donations, updating database, and fulfilling brochure requests.
  • Reviews incoming documents for accuracy, determines discrepancies and requests additional information, as needed.
  • Run errands for company business as requested.

Qualifications and Skills

A successful candidate must have a high school diploma or general education degree (GED) and one to two years related experience and/or training; or equivalent combination of education and experience.

The successful candidate must also have the ability to:

  • Read, write, speak, and interpret documents in the English language.
  • Write routine reports and correspondence.
  • Speak English effectively on the phone or before groups of customers or employees of organization.
  • Communicate with co-workers, management, members, and others in an effective, courteous, timely, and professional manner in writing and orally.
  • Deal effectively with the public and to present a professional and courteous attitude at all times.
  • Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals, and calculate percentages and ratios.
  • Define problems, collect data, establish facts and draw valid conclusions.
  • Apply commonsense understanding to carry out instructions furnished in written or oral form.
  • Deal with problems in calm manner and use prudent problem solving skills.
  • Deal effectively with the public and to present a professional and courteous attitude.
  • Use basic office machinery such as a computer, copier, and postage machine.
  • Type at least 45 wpm.
  • Proficient in use of a telephone system.
  • Proficient in the use of all Microsoft Office software products.
  • Follow instructions.
  • Pay close attention to detail as accuracy is of the utmost importance.


Benefits include health insurance, dental insurance, vision insurance, short term disability insurance, long term disability insurance, and life insurance. The VFW Auxiliary also offers vacation, sick, and personal leave.

Salary Range

$13.00 – $15.00/hour

To apply, send resume and cover letter to Cara Day, Director of Programs & Communications at


How is your Auxiliary doing on collecting dues?  We have four months left and we still have 1022 continuous members that HAVE NOT PAID their dues.  We can’t leave these members behind, they are very important in our work to continue fighting for the rights of our Veterans.  Form a committee and start calling or visiting all those members that have not paid their dues.  WE CAN DO THIS!

Congratulations to the 34 Auxiliaries that are currently 100% or more.  GREAT JOB!

Congratulations to our top Districts: First place is District 17 at 98.86%; Second place is District 14 at 96.24%; and Third place is District 18 at 95.76%.

Membership is the backbone of this organization and we don’t want any member to drop out.  Find out why they have not paid their dues and work with these members.  We value all our members!


If you have not paid your dues, then you are no longer a member in good standing.  You can’t vote or be a part of the exciting work your Auxiliary is doing.  Cancer grants are no longer available to you.  Our Veterans are depending on you and your membership counts!

Our Veterans depend on all of us being there to support them.  Your dues makes a difference to them.  Please pay your dues and sign up any friend who qualifies for the Auxiliary.

Having problems with dues cards? Read the following from National Headquarters.

VFW Auxiliary Headquarters just sent out the following concerning dues cards.

Membership Cards: 

We do understand and hear all of your concerns and frustrations. Many things could not be foreseen, and those we could foresee were further frustrated by early system issues with MALTA.

We would like to take this opportunity to address some of your concerns and questions:

1. “It’s taking too long to get cards.” 

We agree! Part of this is because we got behind early on in the membership year. We are also mailing them as bulk mail, which is not as fast as first class mail. It can legally be held for a certain number of days, and this delays the member receiving it.

We are working with the printer to make sure we are being as efficient as possible with this process. We will also be looking to see if we have the best solution possible. 

2. “We pay for members and want cards to come to the Treasurer.”

We understand this has been a past practice. Currently, there is ONLY an option to have a Life Membership sent to a different address than the member. We strongly urge you to use good business sense when paying dues.

3. “We can’t tell when or if a member is getting a card.”

We at Headquarters have a way of looking into a member’s card history. Please feel free to contact Headquarters. We can look up members, confirm dues received and the correct address. Then we can see if their name and address was sent to the printer.

4. “It’s almost 2018 and some paid members do not have cards.”

A member should not be refused entrance if they have not yet received their card. A digital version is always available through MALTA. We are happy to email a version of the card to a member or a Treasurer. Auxiliary Officers can also view and print cards, if absolutely necessary. A receipt for payment should also be considered proof of membership.

5. “Members are threatening to never pay dues again if it will always take this long to get their cards.”

We understand. However, we urge Auxiliary Officers and members to remember that we each belong to the VFW Auxiliary due to our families’ sacrifice to serve our country. Everything we do is in honor and memory of our veterans.

Your comments and issues are important to us. We apologize for any inconvenience in the last six months. We ask that you continue to support your Auxiliary through this transition to a new systems. Our New Year’s Resolution and goal is to reduce these frustrations for us all. We hope the 2018 New Year brings you and your VFW family much happiness in serving our Uncommon Heroes. 

Thank you

VFW Auxiliary National Headquarters