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Executive & Personal Assistant, Chairman

Company: Best Buddies Int. Inc
Location: Miami
Posted on: August 8, 2022

Job Description:

Job Description Best Buddies International is a nonprofit 501(c)(3) organization dedicated to establishing a global volunteer movement that creates opportunities for one-to-one friendships, integrated employment, leadership development, and inclusive living for individuals with intellectual and developmental disabilities (IDD).

Best Buddies is the world's largest organization dedicated to ending the social, physical and economic isolation of the 200 million people with intellectual and developmental disabilities (IDD). Our programs empower the special abilities of people with IDD by helping them form meaningful friendships with their peers, secure successful jobs, live independently, improve public speaking, self-advocacy, and communication skills, and feel valued by society.Job Title: Executive & Personal Assistant, ChairmanDepartment: ExecutiveReports to: Chief of Staff# of direct reports: 0Salary: $45,000 - 55,000Revised date: 3/29/2022Position Overview: To provide high level administrative support to the Chairman of the organization by preparing reports, handling information requests, and performing clerical functions. In addition, provides personal support to the Chairman.Job Requirements

  • Bachelor's degree or 4 years related experience.
  • Experience supporting senior level management positions.
  • Excellent writing, analytical and problem-solving skills.
  • Strong interpersonal and customer service skills.
  • Proficiency in Microsoft Office and Outlook.
  • Knowledge of basic principles and practices of bookkeeping.
  • Excellent communications skills, flexibility, enthusiasm, creativity and strong work ethic.
  • Ability to handle highly sensitive and confidential information.
  • Ability to work nights and weekends when required.
  • Ability to multi-task and prioritize tasks.
  • Punctual and always answers emails and calls within 24 hours.
  • Automobile with applicable insurance (specific coverage limits required).Job Duties included, but are not limited to:
    • Oversee all aspects of general executive office coordination.
    • Manage and maintain Chairman's calendar.
    • Make travel arrangements for the Chairman.
    • Provide telephone coverage for the Executive office.
    • Open, sort, and distribute incoming correspondence.
    • Perform general administrative duties to include, but not limited to, bookkeeping, copying, mailing and filing, ordering supplies etc.
    • Maintain inventory of Chairman's storage closet.
    • Assist in special events, such as fundraising activities.
    • Responsible for managing the Chairman's personal matters.
    • Data entry of contacts into Raisers Edge (database).
    • Execute all email requests from staff from Chairman's account (to include thank you's for donations, for participation of events, solicitations for partnerships, donations, etc.)
    • Manage Chairman's dummy account and ensure any relative incoming emails are addressed
    • Maintain Chairman's contacts up to date and complete requisite data entry of contacts into Raisers Edge (database) for same purpose.
    • Ensure grant applications and contracts are signed and executed in a timely manner
    • Attend all Best Buddies Challenges and serve as a Relationship Manager to the Chairman and his family
    • Reconcile credit card charges for corporate American Express
    • Responsible for managing all personal matters of the Chairman.
    • Property management of 2 homes
    • Work with Vendors and Contractors for existing services or potential new services
    • Make doctor appointments for kids
    • Manage kids school calendars and activities
    • Ensure payment of personal matters and kids schools are done in a timely manner
    • Ensure all insurance's are in order (house, car, flood, boat, etc.)
    • Organize and run the family's lives as well as the homes and household staff.
    • Make phone calls, answer phones, take messages.
    • Run personal errands for the Chairman and family as needed.
    • Work with the General Contractor to ensure renovations/repairs are on track and within allotted budget; coordination and scheduling of service contractors.
    • Supervise household staff by being actively involved in their day-to-day tasks/responsibilities.
    • Review incoming bills, ensure their accuracy, have Chairman approve, code and issue payment for pending bills
    • Make all necessary arrangements to have Cape house ready for Hyannis Port event and summer vacationFinance
      • Bookkeeping
      • Accounts payable and receivables
      • Responsible for reconciliation of the credit card charges Best Buddies® is an affirmative action employer, in addition to an EOE and M/F/V/PWD/PV employer. Diversity, equity, and inclusion are foundational to Best Buddies International's core values and help the organization continue to achieve its mission. Here at Best Buddies, our goal is to lead and advocate for a more inclusive world.Best Buddies offers a comprehensive and generous benefits programs that include financial security, health and wellness and time off.

Keywords: Best Buddies Int. Inc, Miami , Executive & Personal Assistant, Chairman, Accounting, Auditing , Miami, Florida

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