Executive Assistant to the Chief Operating Officer and Vice President of Legislative and Governmental Affairs

Description

Job Title: Executive Assistant to the Chief Operating Officer and Vice President of Legislative and Governmental Affairs

Reports To: Executive Assistant to the President / CEO

Department: Executive

FLSA Status: Salaried Exempt

Schedule: Monday - Friday 8:00am to 4:30pm / 37. 5 - hours weekly

There is some work from home flexibility that is determined by the manager. This is not a full-time remote position - required to work in the Nashville office for a minimum of two days per week and as needed.

Principal responsibilities and duties include the following:

• Manage the administration of the offices of the Chief Operating Officer (COO) and Vice President of Legislative and Governmental Affairs (VP-LEG).
• Complete a broad variety of administrative tasks for the COO & VP-LEG, including but not limited to managing an active calendar of appointments, completing expense reports, composing and preparing effective and well-written correspondence and meeting materials that are sometimes confidential, and arranging detailed travel plans.
• Works closely with the COO & VP-LEG to keep him/ her well informed of upcoming commitments and responsibilities, following up appropriately.
• Manage communications on behalf of the COO & VP-LEG with external professional groups and regulators, such as Boards of Accountancy’s, the AICPA, Prometric, State CPA Societies, The Accountants Coalition (TAC), federal regulators and other governmental and industry groups.
• Coordinate and monitor meeting appointments and logistics, including obtaining necessary reservations, determining menus, sending and tracking email invitations and notifications, etc., plus coordinate technology requirements and AV equipment needs with NASBA meetings staff.
• Work with the NASBA legal team to assist COO in the contract review and approval process
• Support the COO & VP-LEG in document management (filing, organization, and accessibility)
• Assist in providing reports and email lists as requested
• Cultivate and maintain positive working relationships with key stakeholders (state board members and staff, board of directors, volunteer committee members and all NASBA employees)
• Apply knowledge of customer service standards, best practices and NASBA policies to identify, clarify and resolve potential concerns
• Periodically serve as back up to Front Desk and make visitor badges using the Cloud Badge system
• As requested, provide onsite support at NASBA meetings, attend and participate in event planning meetings, and assist in producing badges, tent cards, attendance certificates, and itineraries for events
• As requested, provide periodic support to the Meetings & Events teams during staff set up and implement the registration process for events in the membership information system, aid in ensuring that meeting and event attendance is documented in individual member records, and assist in monitoring registrations for appropriate type and completeness, and contact registrants, as appropriate

Requirements

  Specific duties in support of the Chief Operating Officer:

• Plan, coordinate and ensure the COO's schedule is followed and respected. Serves in "gatekeeper / gateway" roll, creating win-win situations for direct access to the COO's time and office. Also provides a bridge for smooth communication between the COO's office and internal departments.
• Support COO with distribution of weekly Operations KPIs.
• Support COO in working with Human Resources staff in tracking Operations staff movements, specifically new hires and promotions.
• Work with COO and Data Product Owner to monitor and resolve emails coming into the [email protected] email account (relating to the annual Candidate Performance Book).
• Other duties, as assigned.

Specific duties in support of the Vice President of Legislative and Governmental Affairs:

• Support VP-LEG with NASBAs Key Person Contact (KPC) program. Maintain and manage NASBAs KPC program, run monthly reports, and assist VP-LEG with expanding the KPC program. 
• Provide direct support in polling and scheduling committee meetings. 
• Provide direct support in taking committee meeting notes.
• Other duties, as assigned.

Supervisory Responsibilities: None

Internal Relationships: This position must interact with all levels and all departments within NASBA.

External Relationships: This position will establish and maintain strong communication and working relationships with Boards of Accountancy volunteers and staff, NASBA volunteer leadership and associates, partners, professional consultants, vendors, customers and other stakeholders on a regular basis. 

Skills, Knowledge and Experience Requirements:

• Highly proficient in Microsoft Office, including Outlook, Word, PowerPoint and Excel,  and Adobe Acrobat a plus.
• Willing to gain in depth working knowledge and proficient use of association management software for member information purposes
• Project management and planning expertise
• Expert level verbal and written communication skills
• Strong interpersonal and relationship management skills
• Organizational and cost awareness 

Experience and Knowledge:

•  Project experience in a direct support role
• Highly organized, deadline oriented, mission focused
• Detail-oriented
• Must be able to maintain confidence of highly confidential data and documents
• Highly resourceful team player with ability to also effectively work autonomously
• Meeting planning or hospitality experience is a plus 

Education / Other:

• Bachelor's degree preferred
• Preferential consideration given to those with 3-5+ years of experience supporting C-level executives. 

Below is an overview of some of the benefits we offer to full-time employees.
 

· Medical/Dental/Vision

· Health Reimbursement Account (HRA)

· Life Insurance

· Short-Term & Long-Term Disability

· Numerous Voluntary Policies

· Employee Assistance Program

· 401(k) Plan (NASBA contributes 5.7% of employee’s salary)

· Flexible work plan benefit $100 monthly allowance. Parking paid on days in the office.

· Holidays (13 days)

· Paid leave time - (prorated based on hire date and earned on an accrual basis)

· Vacation Leave (15 days)

· Sick Leave (12 days)

· Personal Days (3 days)

· Flex Spending Account (FSA)

· Dress for Your Day Casual Dress

Some work from home is flexible; however, you must live in the Middle TN area and not out of state. This is not a full-time remote position, and you must work in the Nashville, TN office two days per week or as needed.

NASBA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, an education credential check, credit check, Global Watchlist and/or Government Watchlist.

Due to overwhelming interest in our organization, we are unable to accept faxed resumes or incoming calls regarding open positions. Only those matching the above job description will be contacted.

Thank you for your interest in employment opportunities at NASBA.