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Hiring Account Executive / Account Administrator

  • 1.  Hiring Account Executive / Account Administrator

    Posted 10-23-2017 17:38

    We are actively searching for an Account Executive/Administrator to add to our team.  If you have experience supporting Associations or non-profits, are amazing at multi-tasking, thrive on working independently, learn new programs quickly, are ridiculously organized, and would list customer service as one of your best skills, we want to hear from you!

    About impact Virtual Services

    We are excited about our continuous growth over the years, and we want to keep the momentum going!  Starting as a Virtual Assistant firm in 2008, we have now expanded to additionally offer Association Management services and Marketing Services.

    Our team consists of people who are experts in their field, are committed to great customer service for our clients, and who are interested in a long-term working relationship with impact.

    Our clients include non-profits, Associations, solopreneurs, and small businesses, and are located all around the world.  While our largest presence is in the Madison area, because of a great referral system we also have clients internationally and in a wide variety of industries.

    About You

    The ideal Administrator is someone who can handle supporting multiple clients, has a strong administrative background, and enjoys working without much direction.  Our clients look to us to provide not only impeccable administrative management services, but also as a partner to help put processes into place, increase efficiencies, and offer suggestions on tools that may help their organization.

    We are not administrative assistants – we work with leadership to run and manage organizations, often with little to no training or direction.  Rather than our clients showing us how to manage tasks, it is up to us to figure systems out, and make them better.  This role works independently and does not have someone around to "show them the ropes".

    Job duties are different every day!  They can include meeting and event planning, updating websites, managing all organizational correspondence, taking minutes at Board meetings, managing email accounts, bookkeeping, and anything else our clients need!  Our services are very customized to each client, so you need to be flexible and eager to meet those needs!

    Required Experience:

    • Minimum of 3 years supporting a non-profit client in the manner described above
    • Minimum of 5 years of administrative experience
    • Proven ability to multi-task and work independently
    • Expert with Microsoft Office products (Word, Excel, PowerPoint, Publisher)
    • Experience working with an e-newsletter program such as Constant Contact or Mailchimp
    • Strong ability to self-motivate
    • Outstanding ability to learn new software programs and pick up on new tasks and programs quickly
    • Bachelor's degree
    • Fun, yet professional attitude!

    Bookkeeping Experience (preferred):

    • Accounts Payable – Manage bills and pay vendors and any bills in a timely fashion.  Includes printing and signing checks according to the organization's internal control (disbursement) procedure.
    • Accounts Receivable – Issue invoices to customers/members and send monthly statements of any past due invoices to ensure that receivables are collected promptly.
    • Record cash receipts and make bank deposits.
    • Conduct a monthly reconciliation of every bank account.
    • Ensure the Treasurer of the Board receives the monthly reconciliation and returns a signed bank review form.
    • Follow internal control procedure as requested by an annual audit.
    • Issue financial statements, including profit and loss statement and balance sheet.
    • Assemble information for external auditors for the annual audit.
    • Maintain an orderly accounting filing system.
    • Maintain the chart of accounts.
    • Maintain the annual budget.
    • Process payroll in a timely manner.
    • Provide administrative support to management as requested.

    Desired Qualifications:

    • Experience working with QuickBooks
    • Experience working with Wild Apricot

    Why impact?

    There's tons of great things about working with us!  Not only do we have a pretty awesome team, but our culture encourages and thrives on allowing our staff to be self-sufficient.  You won't have anyone micro-managing you, and your skills and expertise are highly valued and applauded.  And noticed!

    Not only that, but we offer flexible hours, excellent pay, and the ability to earn the privilege of working out of your home.  You also have access to a full benefits package, wellness options, paid holidays, and paid time off, once you reach full-time status.

    For examples of what types of service you will be providing please visit our Association Management page (

    If you are interested in becoming a part of a unique, growing, and fun company please send your cover letter and resume to

    Please note this position starts out as part-time and grows into full-time as new clients are added.

    Jodi Fisher
    IMPACT Virtual Services
    Madison WI
    (608) 210-3120