The Texas Association of Nurse Anesthetists (TxANA) seeks an Executive Assistant to partner with the Executive Director/CEO and TxANA team. Under the direction of the Executive Director/CEO, the Executive Assistant will be responsible for coordinating and developing the operational function of the association as well as assisting the Executive Director in carrying out the goals of the Association. This position will handle details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced, mission-driven professional environment.
TxANA is a not-for-profit, 501c6 organization that is dedicated to advancing patient safety and the profession of nurse anesthesia. A membership association, TxANA envisions the recognition of nurse anesthetists as the leading providers of the highest quality of anesthesia care. For more information, please visit www.txana.org.
In addition to the responsibilities below, the Executive Assistant will carry out assigned tasks that are consistent with the general responsibilities of this position.
Job Duties, include but are not limited to the following:
Provide administrative support and coordination to the Executive Director/CEO, including managing calendars, drafting correspondence, making travel arrangements, preparing expense reports, and drafting reports, presentations, and background materials for the Executive Director/CEO.
Learn and understand TxANA’s structure, priorities, and strategic goals to support the Executive Director/CEO’s advancement of organizational initiatives.
Compile and maintain reports, including but not limited to the TxANA strategic plan, action plan progress, and dashboard. Prepare related internal communications and updates.
Prepare, produce, and distribute background and briefing materials and itineraries related to Executive Director/CEO’s meetings, presentations, conferences, and travel.
Attend meetings/events of the organization that include but not limited to Annual Convention, Day at the Capitol, Leadership, Board meetings, committee meetings, task force meetings, coalition meetings, fundraisers, education seminars and other meetings assigned by Executive Director/CEO.
Proactively anticipate the Executive Director/CEO's needs and act accordingly by bringing together appropriate people and resources to support in addressing issues.
Represent, when directed, the Executive Director/CEO in a professional and congenial manner in correspondence and internal meetings. Research, prioritize, and follow up on incoming issues and concerns.
Support the executive’s relationship with the board leadership. Provide administrative assistance to the Executive Director/CEO.
Serve as a project team member on assigned projects. Manage projects as assigned by the Executive Director/CEO, including leading design, planning, and execution of activities and tactics.
Identify, engage, and oversee relationships with external consultants, as needed.
Manage assigned budget areas, including reviewing and approving invoices, tracking expenditures, preparing reports, and tracking revenue and expenses.
Monitor financial information for accuracy, such as invoices for services and materials.
Provide administrative support to other groups as requested.
Assist in planning and execution of TxANA events.
Provides administrative support for the association including, but not limited to:
Completes administrative coordination of standing committees to Executive Committee and Board of Directors including but not limited to agenda, minutes, and reports on training and professional development events.
Assist Executive Director/CEO with administrative duties and events related to the TxANA PAC.
Leads or Assists Executive Director/CEO with website and social media upkeep and content for members and non-members.
Carry out plans and policies authorized by the Board.
Provide technical and policy support for the Executive Committee, Board of Directors, and other TxANA committees as required.
Maintain a working knowledge of significant developments and trends in the field.
Location, Travel, and Schedule
TxANA is headquartered in downtown Austin, TX. The Executive Assistant will work from the office Monday-Friday, 9:00 a.m. – 5:00 p.m. Remote days are provided on an approval basis by the Executive Director/CEO. Travel to annual conference one weekend of the year.
Starting salary is $65,000 - $70,000, plus benefits such as health, dental, and vision insurance, a matched retirement plan, generous paid leave (15 days), and paid TxANA recognized holidays (including office closure from Christmas Eve through New Year’s Day).
Additional benefits include garage parking at office, and access to fitness facilities within office building.
Resume reviews begin immediately. Early applications are encouraged due to the pace of the search. Cover letter, resume, and references are required.
Equal Employment Opportunity
At TxANA, Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law. Please advise in writing of special needs at the time of application to firstname.lastname@example.org.
Nothing in this job description limits TxANA’s management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
No less than 3 years of experience in a related administrative or project management role.
Strong analytical and quantitative skills. A demonstrated critical thinking ability.
Outstanding interpersonal and diplomatic skills. A high-energy approach to staff, board, and volunteer management.
Shows composure under the stress of deadlines.
Excellent written and oral communications skills, including assisting in the creation of branded presentation materials. Must be able to communicate and represent information for executive level consideration both internally and with board and volunteer leadership.
Strong design and creative thinking skills. Experience with Canva is a plus.
Strong organizational skills and great attention to detail. Proven ability to develop and manage systems and processes, as well as organize and prioritize multiple complex projects and tasks.
Experience managing budgets, as well as strategic and financial goals.
Must be capable of exercising the highest level of discretion on both internal and external confidential matters.
Outstanding time management skills and ability to multitask and prioritize work.
Technological proficiency, including as a power-user of MS Office Suite, document management software (Adobe Acrobat), videoconferencing (Zoom), project management (ASANA), design software (Canva), and bookkeeping software (QuickBooks).
Mission: Advancing patient safety and the profession of nurse anesthesia. Vision: Recognition of nurse anesthetists as the leading providers of the highest quality of anesthesia care. TxANA is a 501(c)6 non-profit.