Assistant to Executive Team

About the Position:

The West Virginia Food & Farm Coalition (WVFFC) is a 501(c)(3) nonprofit organization headquartered in Charleston, WV. We are looking for an Administrative Assistant to provide administrative and fiscal support to our executive staff. The role demands extreme attention to detail and the ability to anticipate the needs of the administrative team. Responsibilities include bookkeeping, expense tracking, contract management, procurement, event support, and maintaining organized filing systems.

• Fiscal and Bookkeeping (50%)
  • Enter and appropriately code expenses in Quick Books Online/Monkey Pod.
  • Prepare invoices for revenue and accounts receivable.
  • Verify receipt and payment of invoices related to accounts payable.
  • Collect and review receipts & expense reports from WVFFC staff and sub‑awardees.
  • Answer or direct inquiries via email and telephone.
  • Organize and maintain office filing system.
  • Assist the executive leadership team with audit preparation.
  • Create & analyze memorandums of understanding and/or contracts.
  • Track progress of contracts/MOUs and ensure proper signing and filing.
  • Provide supporting documentation for sub‑awardees and grantees.
• Logistics & Procurement
  • Place orders for supplies/equipment and compile purchase order requests.
  • Assist staff with event planning, venue rental, logistics, catering, and note‑taking.
• Administrative Support
  • Organize calendars, schedules, and agendas for staff and leadership.
  • Manage the organization’s travel and accommodations.
  • Produce and edit documents, proposals, and presentations.

• Experience and skill set
  • Bookkeeping, budget management, and/or financial reporting.
  • Administrative support experience.
  • Background with grants and/or grant budgets.
  • Experience with Quick Books Online and database management software.
  • Excel/Google Sheets proficiency.
  • Apple Mac Book experience is a plus.
• Personal attributes
  • Extremely detail‑oriented, numerically inclined, and meticulous.
  • Self‑motivated and able to manage multiple responsibilities independently.
  • Ability to listen/read instructions and execute them accurately.
  • Excellent at meeting deadlines.
  • Adaptable and willing to support team areas outside of primary expertise.
  • Positive team player even when tasks seem mundane.
  • Work is organized, reviewed, and verified before submission.
• Location Office‑based in Charleston, WV. Remote work not considered.

Send a single PDF containing the following documents to Apply with subject line “Assistant to the Executive Team.” Acceptance criteria include:

• Initial interviews via phone/teleconference, beginning immediately for qualified applicants.
• Subsequent interviews conducted on a rolling basis until the right candidate is identified.

• Full‑time salary‑exempt position (36 hrs per week).
• Healthcare insurance premiums fully covered for the employee.
• Employer pays half the cost of eye and dental insurance.
• Short‑term and long‑term disability paid by employer.
• Life insurance available, paid by employer.
• 12 days of sick leave annually.
• 11 floating holidays annually.
• 22 PTO days after 90 days, prorated for the year based on the hire date.
• Retirement accounts with matching available after six months.
• Base salary of $40,000, commensurate with relevant experience.

West Virginia Food & Farm Coalition – 501(c)(3) nonprofit, headquartered in Charleston, WV

Website:(Use the "Apply for this Job" box below)..org

Phone: