Location: Miami-Dade and Broward Counties

Language: English (bilingual is a plus)

Position: Full-Time

Timeline: Immediate

Required: Cover letter and Resume

Organizational Profile:

Pridelines is a rapidly growing non-profit, 501c3, organization dedicated to supporting, educating and empowering South Florida’s lesbian, gay, bisexual, transgender and questioning (LGBTQ) youth and the community at large in safe and diverse environments through affirming programs and services to promote dialogue, wellness and foster social change. Pridelines currently operates two locations: Miami Beach and Liberty City. The organization is rapidly growing and is looking to make an immediate hire.

Position Overview:

The Executive Assistant provides support for the Executive Director including but not limited to managing his schedule, arranging travel, providing general bookkeeping assistance and supporting billing for contracts, supporting budget development and monitoring, assisting with development functions, serving as a board liaison, and providing administrative assistance. This position requires a detail oriented, organized, and timely individual who can multi-task and enjoys working in a fast paced environment.

Responsibilities:

Primary roles and responsibilities include, but are not limited to:

Coordinates Executive Director’s schedule:

• Maintains the Executive Director’s calendar, sets appointments, and briefs the Executive Director each day on the next day’s schedule.
• Serves as the “gatekeeper” to the Executive Director’s calendar, prioritizing all requests (board, staff, and others) to make the most effective use of his time.
• Arranges all travel and accommodations for the Executive Director
• Serves as the Board Liaison
• Coordinates Board meetings with Executive Director and Board Chair
• Prepares Executive Diector. and Board presentations
• Captures and documents all board minutes and follows through on open action items
• Sets up Video and/or Call-In conferencing

Assists with Development functions:

• Works with Special Events Manager to build calendar of engagement
• Works with accounting to ensure that EDC membership database remains current
• Prepares all thank you cards and letters for all donations – to be signed by the Executive Director.
• Assists with the planning and execution of all fundraising events
• Assists with all individual and corporate giving efforts
• Phone banks when necessary

Assists with all Contract Billing and Pharmacy Partnerships:

• Works with Executive Director and Director of Programs to effectively bill all contracts on a timely basis
• Works with Executive Director and Health Services department on financial transactions of the pharmacy partners
• Collects receipts and correctly enter them into bill.com and quickbooks
• Reconcile all expenses ensuring that receipts are uploaded to bill.com and quickbooks with organizational purpose
• Correctly code all expenses so that they are accurately billed to contracts
• Supports with the Executive

Assists the Executive Director with administrative and financial tasks:

• Supports the Executive Director and external accounting firm with budget development and case flow analysis
• Facilitates meetings with pharmaceutical partners, grant funders, and agency contactors
• Supports overall financial health of the organization through careful monitoring of revenue and expenses.
• Takes minutes as requested
• Ensures that the Executive Director follows through on all tasks in a timely manner
• Prepares all Pridelines’ deposits
• Coordinates across all departments to maintain Pridelines’ website and calendar
• Coordinates all printing and marketing needs – to be approved by the Executive Director.
• Maintains Executive DIrector filing in a timely manner.
• Assists with general office duties as requested by the Executive Director

Education/Qualification:

• Bachelor’s degree and/or related experience
• Experience with and understanding of corporate workplaces and cultures
• Experience with and understanding of non-profit, mission-based advocacy (a clear knowledge of lesbian, gay, bisexual and transgender issues a definite plus)
• Strong skill with Microsoft Excel, Word, PowerPoint, Social Media or similar.
• Social and cultural competence: able to work with many different people and personalities from diverse backgrounds with ease;
• Highly organized: able to successfully manage many projects with multiple moving parts: multi-tasking is the name of the game
• Excellent communication skills
• Teamwork: ability to work effectively with staff, board and officers
• Tech-Savvy: Comfort with online platforms and social media
• Fast-paced: ready to keep up with a fast pace, yet doesn’t lose accuracy in the small details
• Professional: knows how to act in a professional setting that sets the tone for others
• Committed: passion for the Pridelines’ mission

Organizational Culture:

Pridelines is committed to developing and maintaining a safe and diverse environment for our clients and our staff alike. Our team focuses on providing professional and personal support to each other whenever possible. As an agency, we always seek to empower our team members and therefore try to promote from within. Pridelines’ work environment is fun, friendly, and collaborative.

Physical Activity Requirements:

This position requires frequent computer use and occasional lifting of up to 50 pounds, ability to work on nights and on weekends. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position may also require frequent travel, sometimes at short notice.

Resumes can be emailed directly to Dr. Edwad Summers at

Job Type: Full-time

Pay: $40,164.75 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Miami, FL 33127: Relocate before starting work (Required)

Work Location: In person