National Association of College Auxiliary Services
Type: Part Time
Administrative, Clerical, Support
Development and Foundation
Paid time off
The Executive Assistant & Volunteer Experience Manager reports directly to the CEO and performs a wide range of duties that include executive support to the CEO, managing the governance and volunteer experience of the Association, and supporting organization-wide projects and activities. This position serves as the primary point of contact for internal and external constituencies on matters pertaining to the CEO. The Executive Assistant & Volunteer Experience Manager also serves as a liaison to the NACAS and Foundation Board of Directors (along with the CEO), the Committee Chair Council, and the Awards Committee. This role is a 30 hr/week position, Monday to Friday, or a 4 day work week within Monday to Friday.
Executive Assistant Responsibilities
Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports and reconciling monthly credit card statements; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Schedules all-staff meetings and larger team meetings on behalf of the CEO and leadership team.
Supports the staff team in customer service inquiries, helping monitor the email@example.com inbox and answering phone calls.
Board Liaison & Governance Responsibilities
Prepares board meeting agendas and minutes for the CEO and the NACAS and Foundation presidents to review.
Provides administrative support for the NACAS and Foundation board of directors meetings and conference calls including but not limited to scheduling, posting materials for Board meetings in the online community, and assisting Board members with questions.
Serves as the subject matter expert for all Association governance. Updates the NACAS policy manual and Bylaws as needed.
Assists Director of Events in planning and executing all hotel, travel, and meeting space details for the Annual Leadership Team Meeting and any in-person Board meetings.
Supports the CEO with Nominating Committee meetings and COO with Finance Committee meetings as requested.
Volunteer Experience Manager Responsibilities
Oversees the volunteer experience of the Association; serves as liaison to the Committee Chair Council (CCC) and works closely with the Board of Directors At-Large position focused on the volunteer experience.
Works with the President-Elect and the Board of Directors At-Large (Volunteer Experience) to fill committee vacancies.
Documents Board and committee terms and manages the onboarding/offboarding process for all volunteer roles; coordinates with other staff as needed.
Serves as liaison to the Awards Committee; coordinates with the staff team to manage all aspects of the Awards process.
The items below are representative of the knowledge, skills, abilities, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Knowledge and Skill Requirements
Submission of a Cover Letter and Resume.
Bachelor’s degree or a minimum of ten years of experience, preferably in an Association or nonprofit environment.
Proactive, self-starting attitude and the ability to independently manage multiple priorities, and be flexible to adjust priorities as needed.
Highly organized with a strong orientation to detail.
Must be able to maintain confidentiality and exercise discretion.
Excellent communication skills – oral, written, and interpersonal.
Strong computer and Internet research skills, and high proficiency in the Microsoft Office Suite of tools/apps.
Experience planning board meetings, meal functions, and other VIP programs and events.
Must be highly collaborative and work well with all levels of staff, as well as the board of directors and NACAS members. Maintain a high level of customer service.
Work requires travel and a seasonal flexible schedule to support the association’s annual events.
This role is a 30 hr/week position.
Please note: This job description is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
About National Association of College Auxiliary Services
Founded in 1969 as the National Association of College Auxiliary Services, NACAS is a professional trade association that supports the non-academic segment of higher education responsible for generating business through a diverse array of campus services that students need and value – such as food services, bookstores, housing, and transportation. As the leading organization supporting all campus services, NACAS is the community-of-choice for strategic leaders who advance campus environments to improve the quality of life for students.