Cost Basis Associate Jobs in Indiana (NOW HIRING)

Job Description

This role is responsible for supporting design, administration, compliance, communication, and governance of equity and executive compensation programs. This role plays a key part in ensuring equity and executive compensation plan administration aligns with regulatory requirements, plan rules and delegated committee authority, maintaining related policies and procedures, managing equity plan operations including ESPP, supporting Compensation Committee materials, and delivering accurate, timely analysis and reporting. This position partners closely with HR Partners, Northwest executives and managers, Legal, Finance, Payroll, internal and external auditors, and external vendors to deliver competitive, compliant, and shareholder-aligned equity and executive compensation programs.

Essential Functions

• Administer equity compensation programs, including RSUs, PSUs, RSAs, and stock options

• Oversee day-to-day operations of equity plans: grants, vesting, exercises, distributions, and terminations

• Partner with stock plan administrators and external vendors to ensure accurate recordkeeping and participant support

• Maintain equity data integrity across systems (e.g., Workday and Fidelity stock plan administration platform)

• Administer ESPP program, including enrollment cycles, contribution processing, purchase execution, and participant communications

• Ensure plan compliance with IRS and SEC regulations (e.g., Section 423 requirements)

• Monitor participation levels and analyze plan effectiveness

• Work with Payroll and Finance to ensure accurate deductions, purchase funding, refunds, payroll account activity, general ledger reconciliation, and related financial controls

• Support the design and delivery of executive compensation programs, including annual and long-term incentives

• Prepare Compensation Committee materials, including analysis, exhibits, and presentation decks

• Assist with modeling pay scenarios, data analytics, dilution, burn rate, share usage modeling, walk away value analysis, etc.

• Support executive compensation disclosures (e.g., proxy/CD&A tables, equity tables)

• Serve as the point of contact for employee inquiries related to equity awards and ESPP

• Develop and deliver communications, educational materials, and training sessions to improve employee understanding of equity compensation

• Provide guidance on transactions, tax implications (at a high level), and platform navigation

• Partner with HR Business Partners, Northwest executives, and managers to educate stakeholders on equity and executive compensation program enhancements, tools, processes, and new technology

• Resolve associate questions and issues by interpreting applicable equity and executive compensation policies, procedures, plan provisions, and administrative guidelines

• Ensure compliance with U.S. regulatory requirements (e.g., SEC reporting, Section 16, Section 409A, IRC 162(m), SOX, etc.)

• Support preparation and filing of Forms 3, 4, and 5

• Assist in maintaining insider trading compliance processes, including blackout periods and pre-clearances

• Support internal and external audits by providing documentation and reports

• Perform SOX control procedures and maintain meticulous document trails

• Partner with Legal on equity plan documents and amendments

• Maintain established equity and executive compensation policies, procedures, guidelines, objectives, quality standards, and related governance documentation

• Conduct audits to support equity compensation data accuracy, executive compensation governance, internal equity considerations, and compliance with applicable federal, state, and local regulations

• Identify, research, and monitor changes in equity and executive compensation laws and regulations; summarize impacts and recommend appropriate next actions

• Ensure equity and executive compensation plan administration is consistent with plan documents, committee approvals, delegated authority, and internal governance requirements

• Reporting & Analytics

• Prepare recurring and ad hoc reports (e.g., equity overhang, run rate, executive pay benchmarking)

• Support financial reporting requirements (ASC 718 stock-based compensation expense) in partnership with Finance

• Partner with Finance on equity expense tracking, accruals, reconciliations between the equity administration system, payroll accounts, and the general ledger

• Support year-end equity and executive compensation reporting processes, including W-2, cost basis, taxable income, withholding, and related participant or vendor reporting

• Analyze market data to inform equity and executive compensation strategies

• Develop dashboards and insights for senior leadership

• Identify and implement improvements to equity and executive compensation processes

• Support system implementations or enhancements (e.g., stock plan platforms, reporting tools)

• Leverage generative AI tools strategically to accelerate learning and enhance operational efficiency

• Document procedures and maintain strong internal controls

• Ensure compliance with Northwest's policies and procedures, and Federal/State regulations

• Navigate Microsoft Office Software, computer applications, and software specific to the department in order to maximize technology tools and gain efficiency

• Work as part of a team

• Work with on-site equipment

Education and Experience preferred

• Bachelor's degree in Finance, Accounting, Human Resources, Business, or related field

• 5 - 6 years of experience in equity compensation, executive compensation, or related field

• 5 - 6 years public Company experience

• 5 - 6 years working with U.S. equity compensation regulations and reporting requirements

• 5 - 6 years of experience administering ESPP programs, equity administration systems (e.g. Fidelity, E*TRADE, Shareworks, Carta)

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Northwest is an equal opportunity employer. We are committed to creating an inclusive environment for all employees.