Executive Assistant

Come join us! We’re looking for someone who can support the administrative team of our small non-profit.

About us:

Canopy Center is a non-profit agency located in Madison, Wisconsin that provides services to children and families in our community impacted by trauma and adversity.

With a small paid staff and lots of volunteers, we operate three direct service programs: CASA of Dane & Columbia Counties, which pairs community volunteers (Court-Appointed Special Advocates) with children under court protection; Oasis, a certified mental health clinic that offers individual, family, and group therapy to people who have been affected by child sexual abuse; and Parent to Child, which partners with Dane County Human Services to extend supervised visitation services.

Job Title:

Executive Assistant

Position Summary:

The Executive Assistant plays a pivotal role in ensuring the smooth and efficient operation of the agency by providing essential administrative assistance to the Associate Director (AD) and at times the Executive Director. The Executive Assistant finds satisfaction in supporting the work of others, maintaining organized systems, and accomplishing a variety of tasks. They will provide support in areas of finance, office management, general administrative assistance, and provide limited childcare for program clients.

Qualifications:

• Proven experience in an administrative support role
• Proficient in office software and tools, with basic IT support skills
• Basic understanding of accounting principles and practices
• Experience with childcare (basic experience acceptable)
• Ability to handle sensitive information with discretion and maintain confidentiality
• Commitment to Canopy Center’s mission and values
• Knowledge of nonprofit operations is beneficial

Some things you would do:

* Troubleshoot a co-worker's printer connection issue.

* Input details of an invoice into QuickBooks and attach supporting documentation.

* Share an update on a client's childcare needs with a Family Support Volunteer.

* Review two service contracts, noting the differences between them.

To succeed, you should be:

Organized, detail-oriented, and supportive.

Official Duties:

Financial Support

• Prepare financial records for the Accounts Payable process
• Reconcile financial accounts monthly
• Create, send, and follow up on financial forms and documents as needed
• Assist with financial reporting for contracts and grants
• Assist in annual financial audit process as needed

Office & Program Support

• Care for and maintain shared agency spaces, office machines, and other agency equipment
• Procure and maintain office supplies regularly and other agency supplies/equipment as needed
• Process daily incoming and outgoing mail
• Provide backup coverage of Family Support duties, including answering the phone and greeting clients
• Coordinate Family Support volunteers and provide limited childcare as needed

General Administrative Support

• Gather information and assist in the preparation of reports and projects
• Draft, update, review, and proofread documents and correspondence
• Conduct market research to identify potential vendors for needed goods and services
• Take notes at meetings as requested
• Additional supportive tasks as needed based on supervisor’s priorities

Other Requirements:

Hours

30 hours a week primarily in-person Monday - Thursday; available to work until closing (6:15 or 7:45 PM depending on services) up to two days per week

Physical

Moves equipment and supplies weighing up to 50 pounds; positions self to inspect or install equipment, including under desks; access to a vehicle and ability to drive to locations around Madison, WI on agency-related errands

Education

High school diploma (or GED) with experience as an administrative assistant or in a similar role

Salary and Benefits:

$33,540 to $35,100 annually based on qualifications. Paid vacation, holiday, and sick time. Health insurance, with single coverage paid 90% by the agency. Long-term disability and life insurance policy premiums paid in full by agency. SIMPLE IRA enrollment available with agency match of 3%. A full Benefits Summary is available on our website.

To Apply:

Fill out the online Employment Application on the Careers page of the Canopy Center website, https://canopycenter.org/how-to-help/careers.html, including a cover letter and resume with submission. Questions regarding the position or your application can be sent to personnel@canopycenter.org.

Applications are reviewed continuously, and hiring may occur anytime.

Equal Opportunity Statement:

Canopy Center is an Equal Opportunity Employer dedicated to fostering a diverse work environment. We believe that teams thrive when composed of individuals with varied perspectives and experiences. Accordingly, we do not discriminate on the basis of race, ethnicity, sex, gender identity or expression, sexual orientation, religion, color, national origin, age, marital status, veteran status, or disability status. Every member of the Canopy Center team shares the responsibility of upholding a culture free from discrimination and harassment, and of treating others with kindness and respect.

Job Type: Full-time

Pay: $33,540.00 - $35,100.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• No weekends

Ability to Commute:

• Madison, WI 53704 (Required)

Work Location: In person

Salary : $33,540 - $35,100