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The West Virginia Food And Farm Coalition · 1 week ago

Assistant to the Executive Team

Charleston, WV

Full-time

Onsite

New Grad, Entry Level

$40K/yr - $40K/yr

The West Virginia Food & Farm Coalition is a nonprofit organization dedicated to supporting local agriculture. They are seeking an Assistant to the Executive Team to provide administrative and fiscal support, ensuring the smooth operation of the executive staff's needs.

Non-profit Organization Management

Responsibilities

Enter and appropriately code expenses to the appropriate accounts, cost centers, and funding sources in QuickBooks Online/Monkey Pod (WVFFC will provide training in the exact method of expense tracking)

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

Collect and review expense reports from 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 decimate 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

Qualification

QuickBooks OnlineExcel/Google SheetsAttention to detailDatabase managementFile managementApple Mac BooksSelf-managementTeam player

Required

Have experience in bookkeeping, budget management, and/or financial report generation

Experience in providing administrative support

Have a background in working with grants and/or grant budgets

Enjoy creating calendars, schedules, and agenda and helping staff and leadership meet deadlines

Are extremely detail oriented, numerically inclined, and meticulous in work that is imperative to the organization's health

Check your work multiple times before submitting it for review

Enjoy shopping for supplies online, arranging travel and accommodations, and booking venues

You are good at meeting deadlines

Can listen to/read instructions and execute them extremely well

You can self-manage your time and workload – this means that you have the ability to develop an understanding of the work that is to be completed and can be self-motivated to complete the work without being instructed to do so

Excellent and extreme attention to detail

Experience with QuickBooks Online and database management software preferred

Experience maintain files via Google Drive

Excellent in Excel/Google Sheets

Experience with Apple Mac Books is a plus

Team player that demonstrates a positive attitude towards the work even when certain aspects seem mundane

Can independently manage multiple responsibilities, partners, and communications at times

The position is office-based in Charleston, WV – No remote work considered for this position