Executive & Personal Assistant, Chairman

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, 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.

Job Title: Executive & Personal Assistant, Chairman

Department: Executive

Reports to: Chief of Staff

# of direct reports: 0

Salary range: $70,000-$85,000

Position 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.
• Schedule meetings and calls.
• 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 and personal storage unit.
• Assist in special events: Gala’s/Walks/Challenges and support team as needed.
• Responsible for managing the Chairman’s personal matters, doctor appointments, finances, children schedules, etc.
• 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, proposals, 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
• Serve as a Relationship Manager to the Chairman and his family for all Best Buddies Challenges
• Property management of 3 homes: North Bay Road, 1 Atlantic Avenue, Palm Ave
• Work with Vendors and Contractors for existing services or potential new services
• Manage kids school calendars and activities and ensure it reflects in AKS calendar
• 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.)
• Make phone calls, answer phones, take messages.
• 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 vacation
• Paperless Post event invite creation for one off events

Finance

• Bookkeeping.
• Accounts payable and receivables.
• Responsible for reconciliation of the corporate and personal 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 program that include financial security, health and wellness and time off.