Executive Assistant to the Executive Vice President and Chief Operating Officer

Job Title: Executive Assistant to the Executive Vice President and Chief Operating Officer (EVP/COO)

Reports To: Executive Assistant to 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 a minimum of two days per week and as needed.

PRINCIPAL RESPONSIBILITIES AND DUTIES INCLUDE THE FOLLOWING:

• Manage the administration of the office of the Executive Vice President / COO 
• Complete a broad variety of administrative tasks for the EVP/COO 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; arranging detailed travel plans.
• Plan, coordinate and ensure the EVP/COO’s schedule is followed and respected. Serves in “gatekeeper / gateway” roll, creating win-win situations for direct access to the EVP/COO’s time and office. Also provides a bridge for smooth communication between the EVP/COO’s office and internal departments.
• Works closely with the EVP/COO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Manage communications on behalf of the EVP / COO with external professional groups and regulators, such as the AICPA, Prometric, State CPA Societies, federal regulators and other governmental and industry groups.
• Coordinate and monitor meeting appointments and logistics, including obtaining necessary reservations, determine menus, send and track 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 Executive VP / COO in the contract review and approval process.
• Support EVP / COO in document management (filing, organization, accessibility).
• Assist the EVP / COO and the Director of Risk and Compliance in administration of the organization’s enterprise risk management efforts.
• Assist the Manager of Member and Leadership Services in the administration of NASBA’s membership and committee database by:
• Assisting as an additional administrator of the database
• Ensuring all information is accurate and updated timely for changes in state board members, staff, associate members            and other stakeholders.
• Assisting in the bi-monthly preparation and distribution of the Committee Handbook and State Board Listing
• Aiding in ensuring that meeting and event attendance is documented in individual member records
• Aiding business units by generating routine and ad hoc reports, and responding to data inquiries in a professional and        timely manner when requested, in support of the Manager of Member and Leadership Services.       
• Provide periodic support to the Communications Department as its staff set up and implement the registration process for events in the membership information system. 
• Assist in monitoring registrations for appropriate type and completeness and contact registrants as appropriate
• Assist in providing reports and email lists, as requested
• Attend and participate in event planning meetings
• Assist in producing badges, tent cards, attendance certificates, and itineraries for events, as requested
• Provide onsite support at NASBA meetings, as requested
• Assist the Manager of Member and Leadership Services in the Vice Chair’s committee appointment process.
• Assist the Executive Assistant to the CEO and the Manager of Member and Leadership Services in the Security Agreement process for state board staff and others’ access to key NASBA IT systems, including contacting boards of accountancy on a semi-annual basis to update Security Agreements, as necessary.
• Support the Senior Data and Reporting Analyst in the distribution / sales of the Candidate Performance Book and other CPA Examination-centric materials.
• 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
• 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:

Skills:

· Highly proficient in Microsoft Office, including Outlook, Word, PowerPoint and Excel, plus Adobe Acrobat

· 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 working autonomously

· Meeting planning or hospitality experience is a plus 

 Education / Other: 

· Bachelor’s degree required 

· Strong work tenure, with preference given to candidates with 5+ years of experience supporting C-level executives and/or in membership management 

· Basic bookkeeping skills are a plus 

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

• Medical/Dental/Vision
• 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 in One Nashville Place      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 (10 days)
• Sick Leave (12 days)
• Personal Days (3 days)
• Flex Spending Account (FSA)
• Dress for Your Day Casual Dress
• Some work from home flexibility; however, you must live in the Middle TN area      and not out of state.

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 interest in employment opportunities at NASBA.