Company Description

United Postmasters and Managers of America (UPMA) exists to mentor, guide, and support all Postmasters, Managers, Supervisors, and other EAS professionals, as well as anyone aspiring to these positions. We provide members with networking opportunities and essential training to help them achieve their professional goals. We are dedicated to creating avenues through which all United States Postal Service employees can help one another in matters concerning their careers.

Role Description

This is a full-time Executive Assistant and Office Administrator position located in Alexandria, Virginia. The Executive Assistant will be responsible for supporting executive-level staff and ensuring that day-to-day operations run smoothly. This role will require handling confidential information, scheduling, handling phone and email communications, creating expense reports, and performing other administrative tasks, as needed.

Note: This position is currently posted for application only from members of UPMA who have retired, or will be retired on, or before, the start date of employment which is January 1, 2025.  The application period is open until Friday, September 27, 2024 at 9 PM, EDT.  Interviews for this position will take place between Monday, September 30 and Wednesday, October 2, 2024.

Application Process:  If you are interested in this position please send a letter of application, including your qualifications for the position to President-elect Tony Leonardi (tonyupmafl@gmail.com) and current Executive Director Dan Heins (dheins@unitedpma.org) prior to the application deadline on September 27th.

Full-Time Executive Assistant and Office Administrator Position

1. Serve as the full time Executive Assistant and Office Administrator for the UPMA National Office located in Alexandria, Virginia.
2. This individual will be responsible for handling phone and email correspondence with members of the organization and the staff they work with at the national office, some of which may be confidential.
3. Act as administrator of all financial activities of UPMA PAC funds.
4. File all monthly, quarterly, and yearly PAC reports as required by the Federal Election Commission.
5. Coordinate with the Government Relations Team to develop and produce PAC solicitations and events.
6. Coordinate with the staff at USPS Headquarters to organize speakers and training at all national events and other events as appropriate.
7. Have demonstrated abilities in working with Microsoft Office products, including Outlook, Word, Excel, PowerPoint, etc.
8. Experience in working with QuickBooks would be of significant benefit.
9. Create and organize expense reports and work with the Executive Director to regularly review the organization's performance related to the adopted budget.
10. Issue checks and pay bills (either by check or with a credit card) after review and approval of the Executive Director or the National President.
11. Work with the Membership Director to coordinate the timely payment of all incentives related to the organization's membership activities.
12. Ensure that all required 1099's are issued promptly, including the necessary reports filed with the Internal Revenue Service annually.
13. Issue travel orders as directed by the National President, including tracking and verifying event dates before issuing those travel orders.
14. Process incoming and outgoing mail and route such correspondence to the appropriate team member in the national office.
15. Coordinate mailing items like nameplates, etc., from the national office.
16. As needed, manage and organize small events, including monitoring room block usage, handling all facets of registration, handling meal planning, etc., related to these events.
17. Attend electronic meetings when directed by the National President.
18. May be required to work occasional weekends and holidays without additional compensation; however, this individual may receive personal time at the discretion of the national president.
19. Other duties as assigned by the National President.

The UPMA National Executive Board may only amend this Policy by a two-thirds (2/3) majority vote.

The Executive Assistant may request to terminate this agreement by providing written notice to the National President, and termination shall be effective thirty (30) days after acceptance of the request.

UPMA may terminate this Agreement thirty (30) days after written notification by the National President.

Executive Assistant and Office Administrator Pay Package 2025

1. Up to $100,000 annually for salary, housing, and benefits to be agreed upon before the final selection of a candidate for this position.
2. Be paid for all federal holidays.
3. Every UPMA fiscal year, the Executive Assistant shall receive 26 paid days off and may carry over five days from year to year except for the final year of employment.