The Assistant to the COO is responsible for a broad range of administrative and accounting activities working cross-functionally with the COO, Director of Meetings and Director of Member Engagement.
The Assistant to the COO is responsible for supporting the COO for all accounting functions and membership administration of the Association. These include: A/P, A/R, meeting registration reconciliations, dues tracking, check processing and deposits, membership database updates, and dues invoice processing.
Reporting to the COO, the Assistant to the COO is responsible for and has commensurate authority to accomplish the following duties:
Receive checks, pull coordinating back-up information, and make appropriate deposits.
Manage member dues process: including mailing, copying, tracking, cross referencing, entering payments in the system, sending past due notices.
Process Accounts Payable, enter invoices, generate cash requirement reports and mail checks.
Update the membership and committee directories in the database.
Track Accounts Receivable and time past due notices.
Enter conference exhibit and registration forms when necessary.
Be available to travel to ASTA conferences to support the meetings department with site registration and other duties as needed.
Work with the Director of Meetings on financial issues related to registration reconciliation, invoicing, exhibitors, and sponsorship.
Assist COO during annual audit, create schedules and retrieve back-up documents.
Work on the international team trip expense reimbursements under the government funded program.
Assist COO with affiliate organizations: record minutes, support board meetings, and coordinate calls.
Perform such other duties as may be authorized and assigned by the COO.
2-3 years administrative and accounting experience, preferably within an association environment.
Knowledge and skill in analyzing, reviewing, and validating financial data.
Have a working knowledge of accounting packages and membership data base systems.
Must be well organized and exercise sound judgment in decision making.
Ability to deal with people tactfully and effectively.
This individual must have excellent communication skills, both written and verbal be a self-starter, and be able and willing to work, at times, without direct supervision.
About American Seed Trade Association
Founded in 1883, the American Seed Trade Association (ASTA) is one of the oldest trade organizations in the United States. ASTA works on behalf of the seed industry to promote the research, development and movement of quality seed to meet the world’s demand for food, feed, fiber and fuel.