Executive Assistant POST NUMBER: 454151
Location – Miami, FL
Compensation- $25-$35/hour
Position Purpose
The Executive Assistant provides high-level administrative support to the President & CEO of a leading nonprofit organization dedicated to supporting and mentoring youth. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the President & CEO’s needs. The Executive Assistant must interact seamlessly and with a. professional demeanor across a broad range of individuals including members of the Leadership Team, Board of Directors, and all staff. To perform this job successfully the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.
Core Responsibilities:
- Calendar Management: Efficiently manage the President & CEO’s calendar, schedule appointment, arrange meetings, and coordinate travel arrangements to ensure the executive’s time is optimized.
- Communication: Serve as a primary point of contact for internal and external communications, including screening and responding to emails, phone calls, and other correspondence on behalf of the President & CEO.
- Meeting Coordination: Prepare meeting agendas, materials, and presentations for executive-level meetings and board meetings. Attend meetings, take minutes, and follow up on action items as necessary.
- Confidentiality: Handle sensitive and confidential information with discretion, ensuring utmost confidentiality in all matters pertaining to the executive office.
- Relationship Management: Build and maintain positive relationships with stakeholders, board members, staff donors, and external partners on behalf of the President & CEO.
- Project Support: Assist in various strategic projects and initiatives, including research, data analysis, and preparation of reports to support decision-making processes.
- Office Management: Oversee the smooth running of the executive office, including managing office supplies, equipment, and coordinating with IT and facilities departments.
- Travel Arrangements: Coordinate domestic and international travel logistics, including booking flights, accommodation, ground transportation, and preparing travel itineraries.
- Document Preparation: Prepare and review documents, reports, and presentations, ensuring accuracy and adherence to the organization’s branding and style guidelines.
- Budget Tracking: Assist in monitoring and tracking budgetary expenses for the executive office and special projects.
- Ad-hoc Tasks: Handle various ad-hoc tasks and assignments as directed by the President & CEO
Personal Qualities and Key Credentials:
- Bachelor’s degree in a relevant field (such as nonprofit management, business administrations, or communications) or equivalent experience.
- Proven experience as an Executive Assistant or similar role, preferably supporting C-Suite executives or senior management in the nonprofit sector.
- Excellent communication and interpersonal skills
- Exceptional organizational and time management abilities.
- Strong attention to detail and accuracy
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Excellent writing, editing, and proofreading abilities, with attention to detail.
- Proficiency in office software tools, Microsoft Office Suite and other relevant applications
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.