Description

The Executive Assistant and Officer Manager shall be a shared direct report to the CEOs of the Fraternity and Foundation. The position is responsible for coordination of joint-office operations, administrative needs of the senior staff, database oversight, fraternity financial management and coordination for the Fraternity, and support for member services operations.

Experience Required
  • General knowledge and understanding of accounting and bookkeeping.
  • Aptitude to learn a web-based database.
  • Excels in Microsoft Office, specifically Word, Excel and PowerPoint.
  • Strong communication skills (verbal and written).
  • Highly organized with a meticulous attention to detail and ability to manage multiple projects.
  • Ability to handle confidential and sensitive information.
  • Possess strong proofreading, transcription and typing skills.
  • Ability to resolve issues and problems with little oversight and direction.
  • Strong inclination to collaborate, self-starter and a committed team player.
  • Ability to organize and summarize information for executive staff.
  • Have an interest in event management support and execution of logistics.
  • Show initiative in providing operational systems improvements for organizational efficiency.
  • Reflect a professional disposition and customer-service oriented manner.
  • Willingness to work flexible hours, including some travel and weekends.
  • Strong data entry skills with attention to data integrity.
  • Possess college degree or equivalent experience or other training.
Experience Preferred
  • Coursework in business management.
  • Working knowledge of QuickBooks and Google Suite.
  • Professional bookkeeping or accounting.
  • Data integrity strategy and operations.
  • Inventory management and shipping.
  • Broad-based knowledge of non-profit organizations.
  • Membership in a fraternity or sorority.
Essential Duties and Responsibilities:
  • Joint-Office Operations
    • Serves as primary person for answering general office telephone line.
    • Responsible for managing and responding to general correspondence, including email, telephone and in-person.
    • Manages inventory and orders office supplies.
    • Maintains general office décor.
    • Manages relationship with property manager and maintenance requests.
    • Serves as an ambassador and front-line support to alumni, volunteers, vendors and other visitors.
    • Manages joint-filing system.
    • Maintains organization calendar.
    • Serves as project management software coordinator.
    • Receives, sorts and distributes incoming mail/packages on daily basis.
    • Responsible for office staff meeting and retreat structure and logistics.
    • Supports the administration of the Fraternity’s benefits program including health insurance, medical reimbursement, professional expense reimbursement and new hire costs.
    • Assists the CEOs in staff time-tracking and personal, vacation and sick time monitoring.
  • Administrative Needs of Senior Staff
    • Coordinates travel booking, logistics and on-the-road support.
    • Assists CEOs in board meeting preparation, logistics and reporting.
    • Fulfill other duties as assigned by the CEOs.
  • Database Oversight
    • Serves as the point person for processing record changes.
    • Assists with requests for contact information and list pulls for chapter and association event needs and management.
    • Assists the stewardship manager in maintaining membership database and contact lists for address changes, membership terminations and death notices.
    • Record and track member obituaries for condolence communication and correspondence.
  • Fraternity Financial Management and Coordination
    • Oversees invoicing and collections from chapter dues, fees, merchandise orders, association dues and registration fees.
    • Manages monthly expense, revenue and banking reporting.
    • Maintains Fraternity chart of accounts and tracks expenses.
    • Supports Fraternity CEO in budget development and planning.
    • Prepares and documents weekly deposits for CEO review.
    • Assists the Fraternity CEO in tracking educational program expenses for management of Foundation grant reimbursements process.
    • Monitors and tracks annual registry, incorporation and tax reporting/filing requirements.
    • Serves as a point of contact in assisting outside professional services for accounting and the annual third party independent audit.
    • Manages staff expense reports and tracking of documented expenses.
    • Monitors and maintains appropriate internal financial controls for staff compliance and serves as a resource to chapters/associations on financial control best practices.
  • Member Service Support
    • Inventories and shipping for merchandise.
    • Manages awards and certificates inventory, processing and distribution.
    • Assists staff with event registration and management – including invitations, registration lists, name tags, participant materials preparation, travel logistics, rooming lists, attendance tracking and other event management logistics, as assigned.