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EXECUTIVE ASSISTANT AND OFFICE MANAGER

hace 12 días

Miami

Job Description EXECUTIVE ASSISTANT AND OFFICE MANAGER International Aviation Professionals, Teamsters Local 2750 | Miami/Fort Lauderdale, FL | Full-Time, On-Site | $85,000+ commensurate with experience About Us ──────────────────────────────────────── International Aviation Professionals, Teamsters Local 2750 is a professional labor organization representing the pilots and aviation professionals of Atlas Air, Inc. Founded in 2019 and chartered through the International Brotherhood of Teamsters' Airline Division, Local 2750 is the first entirely new IBT Local Union in more than twenty years. We are relocating our principal offices to the Miami/Fort Lauderdale area and building a new team from the ground up. This is a rare opportunity to join a growing organization at its foundation and help define the standard of excellence we intend to set for everything our members and the industry see from us. The Role ──────────────────────────────────────── We are seeking an exceptionally organized, polished, and proactive professional to serve as the operational and administrative anchor of our new Miami-area office. The working title for this position upon hire is Director of Office Operations. You will report directly to the President and serve the Executive Board, managing the day-to-day operations of the office, supervising support staff, and providing high-level executive support to senior leadership. This role requires someone who anticipates needs before being asked, takes ownership of outcomes rather than waiting for direction, and represents the organization with the same level of professionalism that our members expect from the people who advocate on their behalf. You will be the face of this office to our pilots, our elected officers, and to the company whose employees we represent. First impressions matter here, and we are looking for someone who understands that instinctively. In the near term, this role also carries interim responsibility for member communications, including our biweekly newsletter and blast email program, until a dedicated Communications Specialist joins the team. As the organization grows and staff responsibilities are redistributed, this position will evolve with it. We are building something, and we want someone who wants to be part of that. This is a full-time, on-site position. Remote work is not available for this role. Key Responsibilities ──────────────────────────────────────── Executive Support and Calendar Management • Manage the calendars of the Local Executive Board and volunteers, anticipating scheduling conflicts and resolving them proactively, • Coordinate all travel logistics for elected officers, committee members, and volunteers, including hotel bookings, transportation, and itinerary preparation for grievance hearings, negotiations, and committee work, • Arrange catering, audio-visual setup, and all logistical details for in-person events including quarterly General Membership Meetings, Executive Board meetings, and annual leadership summits, • Serve as host and technical administrator for biweekly crew calls and General Membership Meetings conducted via Zoom, including pre-registration management, member eligibility verification, and live queue management, • Prepare and clean AI-assisted meeting transcripts and draft minutes for review and approval by the Recording Secretary, • Coordinate member preparation for disciplinary hearings, including scheduling, in-office prep sessions with stewards, and day-of logistics Office and Staff Management • Supervise office support staff, providing day-to-day direction, fostering a collaborative team environment, and maintaining the professional standard the organization expects, • Manage all incoming mail, logging received funds and routing documents and correspondence to the appropriate officer, committee, or staff member, • Maintain office supply inventory and manage vendor relationships for office needs, • Fulfill member requests including distribution of safety equipment and Local materials, • Answer and route incoming calls and general member inquiries, ensuring every interaction reflects the professionalism of the organization, • Manage corporate card expenditures for office and event needs, maintaining accurate records for financial reconciliation Member Communications (Interim and Ongoing) • Write, edit, and distribute the Local's biweekly News Wire newsletter to the membership using Mailchimp, • Draft and send blast email communications on behalf of the Executive Board, • Respond to general member email inquiries or route them to the appropriate officer or committee with appropriate follow-through, • Maintain a consistent, professional voice across all member-facing communications Qualifications ──────────────────────────────────────── Required: • Minimum five (5) years of experience in an executive assistant, office management, or senior administrative role supporting senior leadership, • Native or near-native English fluency is required, as this role demands exceptional written and verbal communication on behalf of the organization's leadership, • Demonstrated experience planning and executing events and meetings of varying scale and complexity, • Proficiency with Zoom administration, including webinar hosting and attendee management, • Experience with email marketing or mass communication platforms, Mailchimp experience a plus, • Demonstrated supervisory or team leadership experience, • Polished professional presentation and demeanor appropriate to a client-facing, leadership-adjacent role, • High degree of discretion and judgment in handling confidential organizational and member information, • Proactive, self-directed work style with a demonstrated ability to anticipate needs and act on them without being asked Preferred: • Experience in a labor organization, nonprofit, law firm, or similarly structured professional environment, • Familiarity with labor relations, grievance processes, or aviation industry operations, • Experience supporting elected officials, boards of directors, or executive leadership teams, • Bilingual proficiency in Spanish is a meaningful additional asset given our South Florida location Compensation and Benefits ──────────────────────────────────────── • Salary: $85,000+ commensurate with experience and qualifications, • Comprehensive health coverage at no cost to the employee, • 401(k) with employer match up to 5% of gross pay, • 80 hours of Paid Time Off credited at hire, covering vacation, illness, and personal leave, with additional accrual beginning immediately, • Core office hours are 9:00 a.m. to 5:00 p.m. Monday through Friday. This role includes occasional evening commitments for membership meetings and hosted events, typically four to six times per year. For any hours worked beyond the regular schedule, employees may elect either time-and-a-half overtime pay or compensatory time off taken at a day and time of their choosing., • All IBT-recognized holidays observed, which exceeds the standard federal holiday calendar, • Corporate card for approved organizational expenditures, • Stable, professional work environment with direct access to and daily collaboration with senior leadership A Note on Our Culture ──────────────────────────────────────── We are a small team with high standards. Everyone here contributes, regardless of title, and no task is beneath anyone. We expect the same of every member of our staff, and we lead by example. If you are the kind of professional who takes pride in a well-run office, a polished work product, and a team that functions at a high level, you will fit here. If you are looking for a siloed role where you only touch your assigned function, this is probably not the right fit. We maintain a business professional dress standard in the office. Our members are aviation professionals who hold their union to a high standard, and we believe our staff should reflect that same standard every day. How to Apply ──────────────────────────────────────── Please submit the following: • A current resume detailing your experience in executive support, office management, events coordination, and staff supervision., • A cover letter addressing two specific points: first, describe a situation in which you independently identified and resolved an organizational or logistical challenge before being asked to do so; second, describe your experience managing written communications on behalf of senior leadership, including any member, client, or constituent-facing correspondence. Cover letters that do not address both points will not be considered., • Three professional references submitted with your application. At least one reference should be a senior leader or executive you supported directly. At least one should be a peer or subordinate who can speak to your collaborative working style and supervisory approach. Applications will be reviewed on a rolling basis. We are prepared to move quickly for the right candidate. International Aviation Professionals, Teamsters Local 2750 is an equal opportunity employer. Company DescriptionInternational Aviation Professionals, Teamsters Local 2750 is a professional labor organization representing the pilots and aviation professionals of Atlas Air, Inc. Founded in 2019 and chartered through the International Brotherhood of Teamsters' Airline Division, Local 2750 is the first entirely new IBT Local Union in more than twenty years. We are relocating our principal offices to the Miami/Fort Lauderdale area and building a new team from the ground up. This is a rare opportunity to join a growing organization at its foundation and help define the standard of excellence we intend to set for everything our members and the industry see from us.International Aviation Professionals, Teamsters Local 2750 is a professional labor organization representing the pilots and aviation professionals of Atlas Air, Inc. Founded in 2019 and chartered through the International Brotherhood of Teamsters' Airline Division, Local 2750 is the first entirely new IBT Local Union in more than twenty years. We are relocating our principal offices to the Miami/Fort Lauderdale area and building a new team from the ground up. This is a rare opportunity to join a growing organization at its foundation and help define the standard of excellence we intend to set for everything our members and the industry see from us.

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