Executive Assistant

3 days left

Location
2452 Spring Road, SE Smyrna, GA -- small office building shared by 2-3 other non-profits
Salary
Up to $46,000 per year + benefits
Posted
Aug 22, 2019
Closes
Sep 22, 2019
Position Type
Full Time, Part Time
Degree Level
Associate
Willingness to Travel
up to 25%
Experience Level
Administrative

The National Tuberculosis Controllers Association (NTCA) is a non-profit, member service organization representing public health tuberculosis (TB) programs. The mission of the NTCA is to protect the public's health by advancing the elimination of TB in the United States through the concerted action of state, local, and territorial TB programs. Based in Smyrna, Georgia (just north of downtown Atlanta), NTCA has a national reach as we work to support those on the front lines identifying and treating TB. The NTCA has a small staff and we are looking to expand our team by bringing in someone with strong administrative and accounting skills to support the staff, the Board of Directors, and our membership.

Basic Function: Under limited supervision of the Executive Director, the Executive Assistant must exercise professional judgment and confidentiality to complete the day-to-day tasks necessary to facilitate NTCA operations. Responsibilities include, but are not limited to, directing and coordinating office services, supporting membership activities and maintaining the membership database, and serving as administrative support to the Executive Director and NTCA leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounting

  • Process incoming checks and deposits into the appropriate NTCA accounts per ED specifications
  • Process payments for NTCA expenses using electronic bill payor, after discussion with and approval from the Executive Director
  • Monitor and confirm membership payments received by check or ACH deposit
  • Monitor and confirm annual conference registration payments in registration platform and process payments received by checks, depositing into conference checking account and documenting in the conference registration platform; follow-up post-conference to ensure payments are obtained if not received prior to conference
  • Assist Accountant and Executive Director with financial documentation for preparing the monthly accounting reports
  • Coordinate and provide all financial and organization documentation requested by external auditor for annual audit

Administrative

  • Process incoming and outgoing mail
  • Screen calls and correspondence for transfer to appropriate staff; respond to public inquiries by telephone or email, as appropriate
  • Serve as Office Manager and liaison with American Lung Association staff
  • Purchase and maintain inventory of office supplies, equipment and software
  • Maintain office areas and equipment
  • Assist with the submission of reports, grant proposals into Grants Solutions and other documents developed by the NTCA staff or committee/workgroups
  • Assist with formatting of correspondence and other documents, including emails and website postings, as needed
  • Provide administrative support to various NTCA committee or workgroups as assigned, including preparation of Doodle polls, minutes, and e-announcements

Membership Management

  • Receive and acknowledge membership dues payments
  • Track/record membership, including completion of membership profiles
  • Work closely with Executive Director and Director of Communications to develop and execute the annual membership campaign
  • Provide regular membership reports to Executive Director, NTCA Board, Section leadership
  • Post to NTCA’s Face Book page and twitter, as directed by senior staff
  • Assist with formatting and distribution of e-newsletters to members

Annual Conference/Special Events

  • Assist with planning/preparation for special events and fundraising activities
  • Prior experience with event planning or event management a plus
  • Collaborate with CDC staff and other partners to facilitate event registrations
  • Serve as onsite staff at Conference and Special events; may involve travel

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and work independently, exercising professional judgment. Many staff work remotely, and this position is often the public-facing presence (phone, email and physical office presence) for the organization. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS AND ABILITIES

  • Excellent oral and written communication skills
  • Strong analytical, organizational and interpersonal skills
  • Ability to organize and prioritize work to meet multiple project deadlines
  • Team player and team builder
  • Thorough knowledge of business English, spelling punctuation and proofreading

REQUIRED QUALIFICATIONS

  • Associate degree (Business related) or job related experience (minimum 2 years)
  • Proficient in Microsoft Office products including Word, PowerPoint, and Excel; knowledge of
    Intuit’s QuickBooks a plus
  • Proficiency in using Facebook and Twitter a plus
  • 2-3 years’ experience in administrative capacity, non-profit organization work a plus
  • Ability to work independently to meet deadlines and complete projects
  • Ability to work collaboratively and with staff who work remotely

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