Office Manager/Exec Assistant (Financial Support) - Business Association/Life Sciences

Job Type: 
Professional Services
Executive Support and Office Management
Other Professional Positions
Employment Category: 
Direct Hire

Our client, an RTP business association that is dedicated to promoting the future growth and development of North Carolina’s biosciences industry, is actively recruiting for a sharp, skilled and can-do candidate to take on a broad range of office management, EA and financial support duties.

This is a high impact role. This OM/EA will report to the President, liaise with a broad and high expectations constituency and be instrumental in making the day-to-day run smoothly and efficiently. We seek an excellent candidate.

Key Things to Note:

ü  The role combines Office Management duties with Financial Support duties. We seek a candidate who enjoys the variety and is an exceptionally skilled juggler.

ü  Financial Support duties will include invoicing, processing payments, processing payroll, reporting, etc. Seek candidate who brings some financial expertise.

ü  This organization uses QuickBooks as well as some industry-specific software. QB is strongly preferred.

ü  This OM/EA will regularly interface with members, vendors, sponsors, etc. We seek a great communicator and natural relationship-builder.

ü  This is a dynamic, member service setting in which the challenges are broad and demands shift frequently. Seek candidate who will expertly prioritize and execute tasks and shift gears as needed.

ü  This is a Direct Hire opportunity. It is full-time, on-site at their RTP offices.

Selected Responsibilities:

ü  Generate membership, sponsorship and other invoices for organizational accounts receivable

ü  Process payments, including checks, ACH payments and wire transfers

ü  Administer 401k plan, making necessary changes and run reports/file required tax forms

ü  Submit payroll, track PTO, maintain employee handbook through payroll vendor

ü  Provide first level IT troubleshooting, coordinate installation and maintenance with IT vendor

ü  Maintain and update records in organization’s membership database

ü  Manage online portals for vendors, SaaS platforms and organizational memberships

ü  Purchase and maintain adequate supplies of all office materials

ü  Work with vendors to assure continuous operation of office telecom/video systems

ü  Answer and filter incoming phone calls

ü  Executive and Board Meeting preparations (facilities, meals, registration, name tags, etc.)

ü  Event preparations support (assist events director as needed)

ü  Assist President with scheduling and maintaining calendar of appointments

ü  Plan travel, create itineraries, track and register staff for conferences and seminars

Targeted candidate will offer a related degree and 4+ years of office management and accounting/bookkeeping experience. Experience in non-profit or association management would be helpful.

Other priorities include:

  • Proficiency with MS Office, CRM and file sharing applications
  • Keen attention to detail
  • QuickBooks knowledge; ability to readily learn new software
  • Strong communication skills

In addition, we seek a self-starter with a high level of ownership, adaptability and flexibility. One who enjoys being the hub and reaching out to support others.

Please forward resume for prompt consideration. Local candidates only.