What are the responsibilities and job description for the Executive Assistant position at Tennessee Bar Association?
I. Summary
The Executive Assistant serves as a trusted administrative and strategic partner to the Executive Director, supporting the Tennessee Bar Association’s leadership, governance processes, and organizational operations. This role manages executive workflows, coordinates high-level communications, prepares critical documentation, and ensures the Executive Director’s work is well-organized, informed, and aligned with the Association’s mission and strategic goals. The Executive Assistant also works closely with the Assistant Executive Director on staff-facing, operational, and logistical matters to ensure continuity and efficiency across internal processes.
In addition to serving as a key liaison to the Board of Governors, House of Delegates, volunteer leaders, members, and partner organizations, the Executive Assistant oversees essential governance activities, coordinates leadership meetings, and supports organizational initiatives requiring executive involvement. Success in this role requires exceptional professionalism, discretion, anticipation of needs, and the ability to operate effectively in a fast-paced, member-driven environment while supporting the leadership of the Executive Director.
II. Essential Job Duties
Executive Administration
• Manage the Executive Director’s complex calendar, schedule, and workflow; coordinate closely with the Assistant Executive Director (AED) to ensure alignment with broader staff and operational commitments.
• Anticipate needs by preparing schedules, briefing materials, background research, and follow-up items for the Executive Director and, where appropriate, for the AED in support of internal initiatives.
• Draft, proof, and refine executive correspondence, memoranda, reports, talking points, and presentations.
• Handle incoming and outgoing phone and electronic communications on behalf of executive management and route to appropriate party quickly and efficiently.
• Coordinate travel and logistical arrangements for the Executive Director and assist the AED with logistics tied to internal programs or staff functions.
• Exercise high-level discretion, confidentiality, and judgment in all leadership support activities.
• Exercise independent judgment in the resolution of administrative problems.
Governance & Board Support
• Prepare agendas, minutes, briefing books, and governance materials for the Board of Governors, House of Delegates, Board of Trustees, and select committees.
• Maintain accurate and updated governance documents, bylaws, policies, resolutions, and historical records, collaborating with the AED on policy and administrative consistency across departments.
• Track governance actions, strategic initiatives, and follow-up responsibilities; coordinate with both the Executive Director and AED to ensure continuity and timely completion.
• Serve as a knowledgeable and reliable resource regarding governance practices and organizational protocols.
Strategic Communications & Stakeholder Engagement
• Serve as a primary liaison for communications involving the Executive Director ensuring coordinated, timely, and clear responses.
• Screen, prioritize, and respond to inquiries with a high level of professionalism, diplomacy, and member-service orientation.
• Draft and refine written communications for leadership, including board updates, formal announcements, and correspondence to internal and external stakeholders.
• Support the Executive Director in managing relationships with volunteer leaders, partners, and other stakeholder groups, ensuring timely follow-up on commitments.
Document Management, Research & Operational Coordination
• Prepare, proofread, edit, and organize executive-level documents, policy drafts, contracts, presentations, and operational materials needed by both the Executive Director and AED.
• Maintain effective electronic and physical filing systems that support governance, executive operations, and organizational compliance across departments.
• Conduct research and gather background information on policy issues, strategic initiatives, and legal-sector trends to support leadership decision-making.
• Work closely with the AED and department leads to collect accurate data, updates, and reports to inform leadership planning and achieve operational alignment.
Meeting & Event Logistics for Leadership Activities
• Coordinate logistics for governance meetings, leadership sessions, and select organizational events—partnering with the AED to ensure consistency with internal scheduling, workflows, and operational needs.
• Manage venues, invitations, communication timelines, meeting technology, and materials preparation for Executive Director–led activities, while providing limited logistical support for AED-led staff functions.
• Provide onsite meeting support to ensure professionalism, organization, and a welcoming member or volunteer experience.
• Maintain accurate systems for meeting documentation, attendance, and follow-up tasks shared between the Executive Director and AED.
• Serve as lead and point of contact on annual meeting and convention event planning and logistics.
III. Critical Competencies
Proficiency in the following competencies is required for distinguished performance in this position:
• Exceptional professionalism and ability to represent TBA leadership with integrity
• Advanced written, verbal, and interpersonal communication skills
• Strong prioritization, time management, and organizational capabilities
• Rigorous attention to detail and accuracy in all documentation
• Sound judgment, confidentiality, and discretion in handling sensitive information
• Ability to work collaboratively with both the Executive Director and AED, balancing executive priorities with operational needs
• Technological proficiency Microsoft Office Suite products and an ability to learn other administrative systems quickly
• Proactive problem-solving, anticipation of needs, and independent follow-through
IV. Other Job Duties
Performs other job duties as assigned, including:
• Special projects as assigned by the Executive Director.
• Provides additional operational and logistical support for the Assistant Executive Director on staff initiatives, internal coordination, and administrative projects as needed.
V. Equipment Operated
Telephone, computer, printer, photocopier, postage meter, and related office and meeting-support equipment.
VI. Physical Requirements and Work Environment
• Hybrid work environment - office presence required as needed to support the Executive Director and other administrative needs.
• Frequent off-hours communication with Executive Director and Assistant Executive Director.
• Occasional off-hours communication with volunteers, members and stakeholders.
• Some early morning, evening, or limited travel may be required based on Executive Director needs.
• Must be able to lift and transport materials and equipment (up to 25 lbs) and to operate office equipment listed above.
• Reliable transportation and valid driver’s license required.
VII. Qualifications
The required knowledge, skills, and abilities to satisfactorily perform the duties of this position are typically acquired through an associate’s or bachelor’s degree in business administration, office management, public administration, or a related field, along with 5–7 years of progressively responsible executive administrative experience supporting senior leadership in legal, nonprofit, governmental, or professional association environments. Candidates should demonstrate strong organizational and communication skills, sound judgment, proficiency with modern administrative and scheduling tools, and the ability to manage complex workflows with discretion, accuracy, and professionalism.
Preferred qualifications include experience in volunteer-led or member-based organizations, familiarity with nonprofit governance, and exposure to legal-sector or regulatory environments. Successful candidates will excel at collaborating effectively with the Executive Director, Assistant Executive Director and leadership staff while balancing executive and operational priorities. Reliability, adaptability, attention to detail, and a commitment to the Association’s mission are essential to success in this role.