Administrative Assistant-Latin-Miami

BMI • Miami, FL

4d

About The Position

Assists the Vice President and manages day to day general services for the office by performing the following duties. Manages the Vice President’s complex calendar, coordinates meetings, travel, and departmental schedules. Prepares and maintains spreadsheets tracking costs for sponsored events. Provides departmental support by responding to affiliate inquiries received through the general inbox. Assists the Vice President with tasks related to the Annual Latin Awards dinner. Assist department with events, and conferences by securing venues and catering, issuing invitations, coordinating speakers, and managing event budgets. Composes and prepares confidential correspondence, reports, and other complex documents. Creates and maintains databases and spreadsheet files. Manages departmental supplies. Prepares and processes expense reports for the Vice President. Maintains regular attendance and punctuality. Performs other duties as assigned. Proof and translate documents in English and Spanish. Supports our BMI Core Values and cultivated a culture of diversity and inclusion.

Requirements

• Bachelor’s Degree or equivalent preferred
• Minimum 2 years administrative experience
• Proficient in Microsoft Excel, Word, Outlook, Teams, Zoom, Canva, and ChatGPT, as well as similar tools.
• Bilingual in English and Spanish.
• Experienced in maintaining database systems, generating reports, and working with word processing and spreadsheet applications.
• Demonstrates the highest level of confidentiality and discretion.
• Builds constructive, informative relationships with employees, management, and vendors.
• Interacts professionally with diverse employee populations and all levels of staff and leadership.
• Works independently with sound judgment.
• Maintains strong attention to detail.
• Effectively prioritizes multiple assignments to meet deadlines.
• Possesses strong typing and proofreading skills.

Responsibilities

• Manages the Vice President’s complex calendar, coordinates meetings, travel, and departmental schedules.
• Prepares and maintains spreadsheets tracking costs for sponsored events.
• Provides departmental support by responding to affiliate inquiries received through the general inbox.
• Assists the Vice President with tasks related to the Annual Latin Awards dinner.
• Assist department with events, and conferences by securing venues and catering, issuing invitations, coordinating speakers, and managing event budgets.
• Composes and prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains databases and spreadsheet files.
• Manages departmental supplies.
• Prepares and processes expense reports for the Vice President.
• Maintains regular attendance and punctuality.
• Performs other duties as assigned.
• Proof and translate documents in English and Spanish.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level