Position Title: Administrative Assistant
Office: General Secretariat
Reports to: Manager General Secretariat Office
Supports: Senior Leadership Team
Position based in: Concacaf Headquarters, Miami
COMPANY INFORMATION:
We are The Confederation of North, Central America and Caribbean Association Football, one of six continental confederations of FIFA. Concacaf serves as the governing body of football in this part of the world. It is composed of 41 national associations united by the passion for football, from Canada in the north to Guyana, Suriname and French Guiana in the south.
Concacaf is committed to develop, promote, and manage football throughout the region.
POSITION PURPOSE:
The Administrative Assistant is responsible for providing administrative support to ensure efficient operation of the General Secretariat and senior leaders' offices. This role supports senior leaders to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities, it includes organizing meetings for executives, greeting office visitors, travel arrangements, and composing documents as directed.
ESSENTIAL FUNCTIONS:
- Provide support in the coordination of calendars/agendas and schedules as assigned by management, ensuring all parties are informed of and kept abreast of schedule awareness.
- Composes, types, and distributes professional correspondence and memoranda, E-mails, and faxes, as assigned.
- Completes expense reports for the General Secretary and Chief Officers.
- Exercises considerable judgment and discretion in handling requests for appointments and telephone calls.
- Proactively establishes, and maintains a highly organized filing system, files correspondence and other records.
- Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving, and preparing facilities, and recording and transcribing meeting minutes.
- Meets and greets visitors.
- Orders and maintains supplies, and coordinates equipment maintenance.
- Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
- Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
- Assists with special projects as assigned.
- Performs other related duties as assigned by management.
SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that s/he can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
- Associate degree or equivalent
- + 3 years of relevant experience in related positions supporting executive management.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) is required.
- Excellent oral and written communication and interpersonal skills. The ideal candidate is bilingual (English/French or Spanish)
- Sense of urgency, able to identify and articulate issues, offer solutions, and follow through to resolution.
- Good judgment with the ability to make timely and sound decisions.
- High level of integrity and discretion in handling confidential information is critical and professionalism in dealing with others both inside and outside of the confederation is a must.
- Flexibility, and a willingness to work within constantly changing priorities with enthusiasm and able to operate in a fast-paced environment.
- Strong organizational, problem-solving, and analytical skills.
- Ability to manage priorities and workflow.
- Acute attention to detail and commitment to excellence and high standards.
- Candidate must have the flexibility to travel nationally and internationally for the performance of his/her duties. Approximate travel requirement: 5%
Due to the cyclical nature of the sports and entertainment industry, the employee may be required to work varying schedules including game nights to reflect the business needs of the company.
This job description in no way implies that the duties listed here are the only ones the employee can be required to perform. The employee is expected to perform other tasks, duties and training as dictated by their supervisor.
Concacaf provides comprehensive benefits offerings to all full-time employees. Our benefits are competitive according to market.
Concacaf is an equal opportunity employer and we welcome applications from all backgrounds regardless of race, color, religion, sex, ancestry, age, marital status, sexual orientation, gender identity, disability or any other classification protected by law.
If you are interested in applying for this position, please send an updated CV to Jobs@Concacaf.org
All applicants must be legally authorized to work in the United States and will be required to submit proof of such eligibility.
