Executive Assistant to President - Miami - Big Brother Big Sister Miami

Description

Job Description

Job Description Salary: $60,000-$70,000

Executive Assistant to President & CEO

About Big Brothers Big Sisters (BBBS) of Miami

BBBS of Miami is an award-winning, innovative organization that ignites the potential within each child and advocates for them to explore the endless possibilities of what they can accomplish.

Our Vision

All youth achieve their full potential.

Our Mission

Create and support one-to-one mentoring relationships that ignite the power and promise of youth.

Since 1958, BBBS of Miami has been South Floridas premier mentoring organization, preparing future leaders in the community by matching youth (Littles) with committed adult mentors (Bigs). These relationships empower Littles to become productive members of the community.

POSITION PURPOSE

The Executive Assistant provides high-level administrative support to the President & CEO of Big Brothers, Big Sisters, a leading nonprofit organization dedicated to supporting and mentoring youth. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the President & CEOs needs. The Executive Assistant must interact seamlessly and with a. professional demeanor across a broad range of individuals including members of the Leadership Team, Board of Directors, Donors, sponsors and staff. To perform this job successfully the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

Key Relationships:

The Executive Assistant reports directly to the President & CEO.

Core Responsibilities:

The Executive Assistant to the President & CEO will be responsible for but not limited to the following:

Calendar Management: Efficiently manage the President & CEOs calendar, schedule appointment, arrange meetings, and coordinate travel arrangements to ensure the executives time is optimized.

Communication: Serve as a primary point of contact for internal and external communications, including screening and responding to emails, phone calls, and other correspondence on behalf of the President & CEO, and prepare meeting agendas, materials, and presentations for executive-level meetings and board meetings.

Confidentiality: Handle sensitive and confidential information with discretion, ensuring utmost confidentiality in all matters pertaining to the executive office.

Relationship Management: Build and maintain positive relationships with stakeholders, board members, staff donors, and external partners on behalf of the President & CEO.

Project Support: Assist in various strategic projects and initiatives, including research, data analysis, and preparation of reports to support decision-making processes.

Office Management: Oversee the smooth running of the executive office, including managing office supplies, equipment, and coordinating with IT and facilities departments.

Travel Arrangements: Coordinate domestic and international travel logistics, including booking flights, accommodation, ground transportation, and preparing travel itineraries.

Document Preparation: Prepare and review documents, reports, and presentations, ensuring accuracy and adherence to the organizations branding and style guidelines.

Budget Tracking: Assist in monitoring and tracking budgetary expenses for the executive office and special projects.

Board of Directors Management Coordinating meetings and communications between the Board of Directors and senior management, maintaining Board records and compliance. Assist with board and select committee meeting preparations, take minutes, and follow up on action items as necessary. Maintain board records, compliance and adherence to Bylaws and other requirements.

Additional tasks and assignments as directed.

Personal Qualities and Key Credentials:

Bachelors degree in a relevant field (such as nonprofit management, business administrations, or communications) or equivalent experience.

Proven experience as an Executive Assistant or similar role, preferably supporting C-Suite executives or senior management in the nonprofit sector.

Excellent communication and interpersonal skills

Exceptional organizational and time management abilities.

Strong attention to detail and accuracy

Ability to multitask and prioritize effectively in a fast-paced environment.

Excellent writing, editing, and proofreading abilities, with attention to detail.

Proficiency in office software tools, Microsoft Office Suite and other relevant applications

Understanding of the nonprofit sector and familiarity with the mission of Big Brothers, Big Sisters, Miami is a plus.

Work Environment/Physical Requirements:

Routine office environment with flexible work hours to meet the organizations needs

Must have reliable transportation and a valid drivers license.

Must be able to remain in a stationary position at least 50% of the time

Must be able to move about the inside of the office

Must be able to exchange accurate communication

Must be able to operate office productivity machinery (i.e. computer, copier, etc.)

Must be able to lift office equipment up to 25 pounds.

Location:

This position is based in Miami, Florida, at BBBS of Miamis headquarters at 550 NW 42nd Avenue Miami, FL 33126 with 5% of total work time traveling.

Compensation:

The Executive Assistant is a full-time exempt position. This position is supervised by the President & CEO. The salary for this position is between $60,000 - $70,000 depending on experience. BBBS of Miami positions involve regular computer use plus some minimal lifting.

Equal Employment Opportunity:

BBBS of Miami is an equal opportunity employer and is committed to providing applicants and employees with a diverse, equitable and inclusive environment free of discrimination and harassment. All employment decisions at BBBS of Miami are based on business needs, job requirements and individual qualifications, without regard to age, ancestry, color, disability (mental and physical), gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), sexual orientation, or any other status protected by the applicable law.