Executive Assistant to SVP

Best Buddies Int. Inc•Miami, FL

18d•$55,000 - $60,000

About The Position

The executive assistant, SVP Global Mission, state development & operations provides high-level administrative support to the SVP and the state operations team.

Requirements

Strong project/time management skills - including planning, organizing, attention to detail, and problem solving
Strong written and verbal communication skills
Strong proficiency with MS Office (Word, Excel, and PowerPoint)
Must be dependable and lead by example
Must be comfortable and adept at handling sensitive and confidential information
Must be comfortable engaging with people with intellectual and developmental disabilities (IDD)
Flexibility is a must to be able to work with other departments to achieve our mission
Bachelor’s degree or a minimum of two years experience supporting high-level management positions

Responsibilities

Performs general office duties, such as ordering supplies, maintaining records, handling incoming correspondence, preparing memos, letters, and press kits, filing and retrieving documents, and screening calls
Maintains schedule for SVP.
Serves as liaison between SVP and key contacts, including building rapport.
Schedules and develops agendas for department conference calls and webinars, downloads recordings, and posts on team Best Buddies website.
Organizes and maintains departmental share files on the Sharepoint, including requesting permissions as needed.
Assists in compiling and reviewing weekly report for SVP.
Updates and maintains distribution lists in Outlook consistent with staffing changes.
Makes all travel arrangements for SVP and organizes travel for department staff and state director applicants when visiting HQ office.
Works with state operations team to coordinate equipment purchases and setup, travel, and other logistics for new state directors during training period.
Works closely with the finance department to help support the state operations team.
Sends PI surveys to applicants and staff, prepares and sends out PI analyses, and compiles PI results into reports for office-specific trainings.
Prepares expense reports and assists with other miscellaneous items for SVP.
Directly supervises the Administrative Assistant Position – (Jobs participant with intellectual developmental disability who helps in supporting the state operations team). Responsible for staff development, oversight, and providing meaningful performance feedback.
Inspires and motivates staff by demonstrating personal commitment and integrity and providing proactive training, support and recognition.
Responsible for all human resources related activities within the team. Understands, follows and reinforces human resources policies in a consistent manner.