Assistant to the Executive Team
About The Position
The West Virginia Food & Farm Coalition is seeking an Assistant to the Executive Team to provide administrative and fiscal support to its executive staff. This role is crucial for maintaining the organization's financial health and operational efficiency. The ideal candidate will be extremely detail-oriented, numerically inclined, and meticulous in their work. Responsibilities include bookkeeping, managing expenses, preparing invoices, tracking contracts, procuring supplies, providing logistical support for meetings and events, and maintaining organized digital and physical files. The position operates within a casual, flexible, and accountable work environment, with a mix of remote and office-based work in Charleston, WV. The organization is passionate about building the local food and agriculture system in West Virginia, ensuring viable incomes for farmers and access to local food for all residents.
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 in work.
- Ability to check work multiple times before submitting for review.
- 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 to complete the work without being instructed.
- Willingness to pitch in outside of area of expertise to keep the work of the Coalition moving forward with an excellent work ethic.
Nice To Haves
- Experience in providing administrative support
- Experience in working with grants and/or grant budgets
- Experience in creating calendars, schedules, and agendas and helping staff and leadership meet deadlines
- Experience in shopping for supplies online, arranging travel and accommodations, and booking venues
- Experience in meeting deadlines
- Experience in listening to/reading instructions and executing them extremely well
- Experience in self-managing time and workload
- Experience in pitching in outside of area of expertise to keep the work of the Coalition moving forward with an excellent work ethic
Responsibilities
- Enter and appropriately code expenses to the appropriate accounts, cost centers, and funding sources 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; gather necessary account information and documents to perform annual audit.
- Collect and analyze information to draft memorandums of understanding and/or contracts for partners, consultants, and contractors.
- Track the progress of execution for contracts/MOUs between WVFFC and partners or vendors.
- Ensure executed contracts are appropriately signed and filed.
- Organize meetings, including scheduling, sending reminders, arranging for travel, and organizing catering when necessary.
- Assist staff in event planning, venue rental, logistics, 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
- Full healthcare insurance premiums covered for the individual employee
- Access to eye insurance
- 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 available after 90 days (prorated for the year based on date of hire)
- Retirement accounts and matching 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
