Executive Assistant to the Executive Vice President and Chief Operating Officer

NASBA•Nashville, TN

7d•Hybrid

About The Position

Job Title: Executive Assistant to the Executive Vice President and Chief Operating Officer Reports To: Executive Assistant to the President / CEO Department: Executive FLSA Status: Salaried Exempt Schedule: Monday - Friday 8:00 am to 4:30 pm / 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 Executive Vice President (EVP) & Chief Operating Officer (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, and arranging detailed travel plans. · Plan, coordinate and ensure the EVP’s & COO's schedule is followed and respected. Serves in "gatekeeper / gateway" roll, creating win-win situations for direct access to the EVP’s & COO's time and office. Also provides a bridge for smooth communication between EVP’s & 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, 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 EVP & COO in the contract review and approval process. · Support the EVP & COO in document management (filing, organization, and accessibility. · Provide periodic support to the Meetings & Events teams during staff set up and implement the registration process for events in the membership information system. · Aiding in ensuring that meeting and event attendance is documented in individual member records. · 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. · Position includes light travel, averaging 10% or less, specifically for key conferences and meetings. · 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. Specific responsibilities in support of the Executive Vice President: o Assist the Manager of Member and Leadership Services in the administration of NASBA’s membership and committee database by becoming a subject matter expert. o Assisting as an additional administrator of the database. o Ensuring all information is accurate and updated timely for changes in state board members and staff, associate members and other stakeholders. o Assisting in the bi-monthly preparation and distribution of the Committee Handbook and State Board Listing. o 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. o Assist the Manager of Member and Leadership Services in the Vice Chairs committee appointment process. o 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. Specific duties in support of the Chief Operating Officer: o Support COO with distribution of weekly Operations KPIs. o Support COO in working with Human Resources staff in tracking Operations staff movements, specifically new hires and promotions. o Work with Data Product Owner to monitor and resolve emails coming into the [email protected] email account (relating to the annual Candidate Performance Book). o Other duties, as assigned.

Requirements

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
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

Nice To Haves

Meeting planning or hospitality experience is a plus
Preferential consideration given to those with 3- 5 years of experience supporting C-level executives and/or in membership management

Responsibilities

Manage the administration of the offices of the Executive Vice President (EVP) & Chief Operating Officer (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, and arranging detailed travel plans.
Plan, coordinate and ensure the EVP’s & COO's schedule is followed and respected. Serves in "gatekeeper / gateway" roll, creating win-win situations for direct access to the EVP’s & COO's time and office. Also provides a bridge for smooth communication between EVP’s & 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, 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 EVP & COO in the contract review and approval process.
Support the EVP & COO in document management (filing, organization, and accessibility.
Provide periodic support to the Meetings & Events teams during staff set up and implement the registration process for events in the membership information system.
Aiding in ensuring that meeting and event attendance is documented in individual member records.
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.
Position includes light travel, averaging 10% or less, specifically for key conferences and meetings.
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.
Assist the Manager of Member and Leadership Services in the administration of NASBA’s membership and committee database by becoming a subject matter expert.
Assisting as an additional administrator of the database.
Ensuring all information is accurate and updated timely for changes in state board members and staff, associate members and other stakeholders.
Assisting in the bi-monthly preparation and distribution of the Committee Handbook and State Board Listing.
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.
Assist the Manager of Member and Leadership Services in the Vice Chairs 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 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 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.

Benefits

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