Executive Assistant/Accounting Clerk

The Executive Assistant/Accounts Clerk will report to the Executive Director. This role will also work closely with the Director of Finance, Manager of Office Services, Grant Accountant, and the Human Resources Manager. The ideal candidate must have a professional work ethic and high levels of quality in accuracy are expected at all times.

PRIMARY RESPONSIBILITIES:

• Keep the Executive Director's schedule, make phone calls, schedule and confirm appointments, and set up new meetings and calendar dates.
• Develop appropriate alarm systems to manage complex calendar schedules that ensure that tasks are completed.
• Coordinate travel arrangements by booking airfare hotel and ground transportation. Also, to ensure that per deim are paid in compliance with State regulations.
• Process expenses and reimbursement for travel by the management team and provide support in reports submitted by the team.
• Prepare for media recordings by setting up audio/visual equipment, ensuring settings are correct, and troubleshooting as needed.
• Provide meeting support by reserving locations, preparing agendas, taking detailed notes, and ensuring that information and actionable tasks are distributed as needed.
• Support event planning by booking facilities, recommending caterers, sending invites, communicating with speakers and special guests, participating in event setup/breakdown, and tracking expenses.
• Provide payroll support to the Director of Finance and Grant Accountant.
• Utilize QuickBooks for financial reporting and project coordination as needed.
• Maintain payroll records, inventory database, timesheets, and travel reimbursement forms.
• Provide support to the Manager of Office Services in organizing the payments for milestones and supportive services.
• Keep files and provide support with scanning. This includes all AFIRM payment invoices, proof of payments, milestones, and supportive services.
• Manage incoming and outgoing mail.
• Any other related duties assigned from time to time.
• Some personal errands on behalf of the Executive Director will be needed from time to time.
• Purchasing various office equipment items
• Review and reconcile corporate credit card
• Assist the Manager of Office Services with planning events and catering when needed.
• Any other related duties assigned from time to time.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills. Strong critical thinking skills.
• Be well organized with an ability to multitask.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to work independently to meet deadlines
• Proven ability to work in a demanding environment
• Ability to meet and deal effectively with clients, team members, and the public
• Proficient with Microsoft Office Suite or similar software, and accounting and financial software.

EDUCATION EXPERIENCE/REQUIREMENTS:

• Associate’s Degree in Business Administration, Finance, Accounting, or a related field of study with 10 years of working experience.
• Bachelor’s Degree in Business Administration, Finance, Accounting, or a related field of study with 5 years of working experience is preferred.
• Minimum of 8 years of experience as an administrative assistant or minimum of 5 years as an executive assistant.
• Experience in non-profit, fund accounting, with direct working knowledge of local governments, federal and the State of Tennessee grant processes and reporting requirements.

Job Type: Full-time

Pay: $52,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Education:

• Associate (Required)

Experience:

• Executive administrative support: 5 years (Preferred)
• Accounting: 5 years (Preferred)
• Administrative Assistant: 8 years (Preferred)

Ability to Commute:

• Memphis, TN 38112 (Required)

Ability to Relocate:

• Memphis, TN 38112: Relocate before starting work (Required)

Work Location: In person

Salary : $52,000 - $60,000