Assistant to the Executive Team
About The Position
The West Virginia Food & Farm Coalition is seeking a detail-oriented and fiscally responsible Assistant to the Executive Team to provide administrative and fiscal support to their executive staff. This role is crucial for the organization's health, involving bookkeeping, receipt management, contract tracking, procurement, logistics support for meetings and events, and maintaining organized files. The ideal candidate will be meticulous, numerically inclined, self-motivated, and willing to contribute outside their core responsibilities to support the team's mission of building the local food and agriculture system in West Virginia.
Requirements
- Experience in bookkeeping, budget management, and/or financial report generation.
- Experience in providing administrative support.
- Background in working with grants and/or grant budgets.
- Ability to create calendars, schedules, and agendas and help staff and leadership meet deadlines.
- Extremely detail-oriented, numerically inclined, and meticulous.
- Ability to check work multiple times before submitting.
- Enjoy shopping for supplies online, arranging travel and accommodations, and booking venues.
- Good at meeting deadlines.
- Ability to listen to/read instructions and execute them extremely well.
- Ability to self-manage time and workload, develop an understanding of work to be completed, and be self-motivated.
- Willingness to pitch in outside of area of expertise with an excellent work ethic.
Nice To Haves
- Ability to anticipate the needs of the administrative team over time.
Responsibilities
- Enter and appropriately code expenses in QuickBooks Online/Monkey Pod.
- Prepare invoices to record revenue and accounts receivable.
- Verify receipt and payment of invoices associated with accounts payable.
- Collect and review receipts and expense reports from WVFFC staff and sub awardees.
- Reconcile staff’s credit card expense reconciliation.
- Answer or direct inquiries via email and telephone.
- Organize and maintain the office filing system.
- Provide executive leadership team with audit assistance.
- Collect and analyze information to draft memorandums of understanding and/or contracts.
- Track the progress of execution for contracts/MOUs.
- Organize meetings, including scheduling, sending reminders, arranging travel, and organizing catering.
- Assist staff in event planning, venue rental, logistics, and catering.
- Take and disseminate notes during meetings.
- Complete standardized grant forms.
- Provide support in collecting supporting documentation for sub awardees and grantees.
- Compile purchase order requests of staff for review and approval.
- Place orders for supplies/equipment.
Benefits
- Healthcare Insurance premiums are fully covered for the individual employee
- Access to eye insurance
- Access to dental insurance (employer pays half)
- Short-term disability paid by employer
- Long-term disability paid by employer
- Life insurance available paid by employer
- 12 days of sick leave annually
- 11 Floating Holidays annually
- 22 PTO days are available after 90 days and are prorated for the year based on the date of hire
- Retirement accounts and matching is available after six months
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
