Administrative Assistant-Latin-Miami Miami, FL

Broadcast Music, Inc.; Miami (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401K with employer match on 100% of 4%

Hybrid Office Schedule & Remote Friday

Paid Vacation & Sick Time

Paid Holidays

Tuition Assistance Program

Commuter Benefits

Employee appreciation events

Job summary

BMI is seeking an organized administrative specialist to support the Vice President and the office in Miami. You will manage calendars, coordinate meetings and travel, and prepare reports and documents.

This role requires bilingual English/Spanish, proficiency in MS Office, and discretion handling confidential information. Hybrid schedule with remote Fridays offered. You will help with events like the Latin Awards dinner, manage databases, and assist with expense reports.

Qualifications

• Education: Bachelor’s Degree or equivalent preferred.
• Experience: Minimum 2 years administrative experience.
• Skills: Confidentiality, bilingual English/Spanish, and strong MS Office skills.

Responsibilities

• Manages the Vice President’s calendar, coordinates meetings, travel, and schedules.
• Prepares and maintains spreadsheets tracking costs for events.
• Responds to affiliate inquiries via general inbox and supports Latin Awards events.
• Secures venues, catering, speakers, and budgets for events.
• Prepares confidential documents and maintains databases.
• Produces expense reports and ensures punctual attendance.
• Translates documents between English and Spanish.

Skills

Microsoft Excel

Microsoft Word

Outlook

Teams

Zoom

Canva

ChatGPT

Bilingual English and Spanish

Education

Bachelor’s Degree or equivalent

Tools

Database systems

Word processing

Spreadsheets

Job description

BMI is a mission-driven organization at the forefront of music rights and creator advocacy. Celebrating over 80 years of service to songwriters, composers, music publishers and businesses, BMI is a global leader in music rights management. Currently representing the public performance rights in over 25 million musical works created and owned by more than 1.4 million artists. BMI negotiates music license agreements and distributes the fees it generates as royalties to its affiliated writers and publishers when their songs are publicly performed.

About the Role

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

• 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.
• 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.

We take care of our people, here’swhat you can expect when joining the team:

• Medical, Dental, and Vision Insurance
• 401K with employer match on 100% of the first 4%.
• Flexible Spending Accounts
• Hybrid Office Schedule & Remote Friday’s
• Short-Term & Long-Term Disability Benefits
• Paid Vacation & Sick/Personal Time
• 12 Paid Holidays
• Summer Half-Days
• Company Paid Life Insurance
• Up To 12 weeks Paid Parental Leave
• Tuition Assistance Program
• Commuter Benefits (New York)
• Employee Resource Groups
• Entertainment discounts and access to BMI concerts and events in our offices
• Employee appreciation events and holiday parties hosted at all office locations