POSITION SUMMARY: Assists the Vice President and manages day to day general services for the office by performing the following duties.
FUNCTIONS OF THE JOB
Essential Functions: which may be representative but not all inclusive of those commonly associated with this position.
- 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.
POSITION QUALIFICATION REQUIREMENTS
Education: Bachelor’s Degree or equivalent preferred
Experience: Minimum 2 years administrative experience
Skills and Abilities: .
- 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.
