**Interested Candidates, please send resume’ to info@flatfeehiring.com **
Overview
The Accounting & Admin Assistant (reports to the Chief Finance and Compliance Officer) and is responsible for supporting the FAC Division (Finance, Accounting, and Compliance Division), C-Suite / Senior Leadership Team (SLT), and various departments and stakeholders within the organization (as assigned by the CFCO, C-Suite, and Leadership Team) in a timely and professional manner.
Main duties will include data entry in to finance, accounting, compliance, and operational systems, assisting workflow in payable systems, assisting workflow with credit cards, scheduling meetings, administrative projects, support in processing inbound communications, coordinating meetings, organizing calendars, creating agendas, tracking action items, and supporting travel and other logistics for the SLT. The ideal candidate has previous experience as an Administrative Assistant or Executive Assistant and is familiar with office management technologies. The proper candidate should also be able to navigate a multitude of systems, with speed and accuracy in a remote environment with technical aptitude and efficiency.
To be successful in this role, they should be proactive, meet deadlines, and communicate effectively in order to identify and address the needs of senior managers and perform administrative tasks to ensure the organization’s workflow runs smoothly.
NOTE: This role requires supporting professionals who normally work an earlier shift than normal.
The right candidate and fit for this role will have availability outside of a normal 9-to-5 standard work schedule, and will be comfortable working early mornings (6AM-9AM), late afternoons, evenings, or weekends as needed to support workflow and administrative operations. Certain deadlines, projects, or
major assignments may also require time in excess of scheduled work hours; candidates should ensure they possess the capacity to meet such obligations.
NOTE: This role involves a tremendous amount of data entry, typing, and working in various software systems. The right candidate and fit for this role will possess the ability to multitask and work on multiple projects at one time; work in a remote/electronic environment, as well as interface with data and information that may be transferred in between systems. The right candidate for this role will possess the ability to type at a fast typing speed and at a minimum of 70/WPM.
Education and Experience Requirements
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Required: 3+ years experience as an Administrative or Executive Assistant
OR at least 3+ years experience in a Professional or Administrative Environment -
Required: A minimum of Associate or Bachelor’s Degree from Accredited College or University
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Preferred: 3+ years experience working with in BUSINESS, FINANCE, ACCOUNTING, OR COMPLIANCE or with Executives, C-Suite Professionals, or Accounting & Financial Professionals
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Preferred: Experience working with nonprofit organizations.
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Preferred: Strong/Advanced computer and software skills including but not limited to MS Office, Google Suite Software, Office 365 Word, Excel, etc.
Knowledge, Skills and Abilities
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Excellent written and verbal communication, with strong interpersonal, and presentation skills.
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Ability to work independently, including managing multiple projects and deadlines, and proactively identifying and completing tasks.
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Ability to effectively collaborate on informal and formal projects with various departments within the organization, and with a positive disposition.
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Ability to think strategically and make recommendations that take into account competing needs and priorities.
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Ability to execute and use Attention to Detail in Complex Projects and Tasks
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Comfort using CRM databases, QB Online, Asana, Bill.com and other platforms.
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Proficient with Microsoft Office (Word, Excel) and Google Suite (Sheets, Docs, Slides).
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Analytical thinking, problem-solving, organizational, and multitasking skills.
Additional Notes
This position is fully remote with occasional in-person meetings at the Digital Harbor Foundation office as needed to fulfill the responsibilities of the position.
Role and Responsibilities
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Data Entry, Scheduling, and other Workflow Support Tasks for the Executive Team and Various Departments – including data entry and admin level support of financial systems, accounting software, accounts payable, credit card receipt, storage, and other.
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Carry out small administrative projects as assigned by the SLT.
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Processes inbound and outbound communications and prioritizes items for review for the SLT.
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Composes and prepares correspondence, which at times may at times be sensitive or confidential.
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Communicates directly, and on behalf of the SLT, with board members, donors, staff, and others.
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Follows up on contacts made by the SLT and supports the cultivation of ongoing relationships.
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Perform Spelling and Grammar Checks, Professional Reviews, reports and items for completeness before review by SLT.
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Arranges travel plans, itineraries, and other logistics as beneficial for SLT or members of the team as requested. Facilitates cross-divisional coordination of travel and outreach plans as well.
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Plans, coordinates, and ensures the SLT’s schedule is followed and respected to provide the ability to focus and appropriate preparation.
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Researches, prioritizes, and follows up on incoming issues and concerns addressed to the SLT, including creating draft recommendations where appropriate.
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Works closely and effectively with the SLT to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
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Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
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May manage a variety of special projects, some of which may have organizational impact, as requested.
Other Duties
Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Compensation
This position could be full-time or part-time based upon the right candidate.
Compensation for this as a part-time position is $21.64 to $24.52 hour, commensurate with experience.
Digital Harbor provides a best-in-class comprehensive set of benefits to support the team. All regular, full-time employees are eligible to receive:
Retirement and Related Benefits
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401k Retirement Plan (with 6% matching from Digital Harbor)
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See PTO and Other Benefits in Employee Handbook
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See Life, Health, and Other Benefits in Employee Handbook