Assistant to the Executive Team

About You: This position is ideal for you if you: ● Have experience in bookkeeping, budget management, administrative support, and/or financial report generation. ● 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 well exactly. ● 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 ● Willing to pitch in outside of your area of expertise to keep the work of the Coalition moving forward and can do so in order to support the team with an excellent work ethic. Position Responsibilities: ● Fiscal and Bookkeeping 50% ● 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 ● Administrative Support 40% ● 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 ● ● Procurement 10% ● Compile purchase order requests of staff for review and approval Place orders for supplies/equipment The West Virginia Food & Farm Coalition is a 501(c)(3) nonprofit organization and headquartered in Charleston, WV www.wvfoodandfarm.org 304.926.0567Qualifications ● 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. How to Apply: Applications should be sent with the following documents combined as a single .pdf file in the following order to Spencer Moss at Apply@WVFoodandFarm.org with Assistant to the Executive Team in the subject line. 1. Resume 2. Two-page cover letter that clearly and succinctly answers the following questions: a. Tell us a little about yourself and your ability to anticipate the needs of co-workers, supervisors, and the organization. b. Tell us about the experience that you have working on fiscally related tasks (If you have any experience working on federal grants related worksheets or forms, be sure to note that) c. Tell us about a time when you found an error in your work. How did it happen? How did you rectify the situation? d. Describe the procedures and/or tools that you use to keep track of tasks that require your attention. e. Tell us about an occasion when your schedule was upset by unforeseen circumstances. How did it make you feel? What actions did you take? How did you handle the situation? 3. Pertinent portfolio items optional