Executive Assistant to SVP

Organization Overview

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, inclusive living, and family support for individuals with intellectual and developmental disabilities (IDD).

Best Buddies is the largest organization dedicated to ending the social, physical and economic isolation of the 200 million people worldwide with intellectual and developmental disabilities (IDD). Our programs empower people with IDD to form meaningful friendships with their peers, secure jobs, improve communication and advocacy skills, and live independently, while also offering support for their families.

Executive Assistant, SVP Global Mission, State Development & Operations

Department:
State Operations & Programs

Reports to:

Senior Vice President, Global Mission, State Development & Operations

Salary: $55,000-$60,000

Location:

Miami, FL

Number of direct reports: 1

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

• 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

Operations

• 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 the Best Buddies website
• Organizes and maintains departmental share files on 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 set‑up 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

Human Resources

• 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

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 program that includes financial security, health and wellness, and time off.