Executive Administrative Coordinator

YWCA South Florida Talent•Miami, FL

1d•Onsite

About The Position

At YWCA South Florida, our work is urgent, meaningful, and deeply human. Every day, we advance equity, empower women and families, and help build a more just community. The impact is real—and so is the opportunity to be part of something bigger than yourself. This role sits at the center of that impact. We are seeking an Executive Administrative Coordinator who is more than highly capable—someone who is thoughtful, intuitive, and driven to make a difference. This is a unique opportunity to work closely with executive leadership, contribute to meaningful initiatives, and play a key role in how our organization operates and grows. Summary The Executive Administrative Coordinator is a trusted partner to the Chief Executive Officer (CEO) and Chief Operating Officer (COO), ensuring the Executive Office runs with focus, efficiency, and intention. This role requires strong judgment, discretion, and the ability to anticipate needs in a fast-moving environment. Success in this role looks like being one step ahead—bringing clarity to complexity, keeping priorities aligned, and helping leaders stay focused on what matters most. It’s a role for someone who takes ownership, thinks proactively, and finds satisfaction in solving problems and supporting others at a high level.

Requirements

Associate’s degree required; Bachelor’s degree preferred.
3–5 years of administrative or executive support experience, or a combination of education and relevant experience in business, public administration, or operations.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) required.
Comfortable learning and using new systems and platforms; experience with virtual meeting tools and office technologies preferred.
Strong organizational skills, attention to detail, and ability to manage multiple priorities.
Demonstrated ability to communicate effectively in writing and verbally.
Experience supporting senior leaders, coordinating meetings, and managing logistics is highly valued.
Experience with contracts, reporting, or administrative processes is a plus.
Familiarity with nonprofit or mission-driven environments is helpful but not required.
A proactive, solutions-oriented approach with the ability to work independently and as part of a team.
Ability to handle sensitive information with discretion and maintain a high level of professionalism.

Nice To Haves

Experience with virtual meeting tools and office technologies preferred.
Familiarity with nonprofit or mission-driven environments is helpful but not required.

Responsibilities

Manage complex calendars, travel, meetings, and communications for the CEO and COO with precision and foresight.
Anticipate needs and ensure leaders are prepared and positioned for success.
Stay ahead of shifting priorities, identify potential challenges early, and take initiative to address them.
Keep work moving forward without waiting for direction.
Serve as a key liaison between the Executive Office, Board of Directors, staff, and external partners.
Communicate clearly, professionally, and with diplomacy.
Coordinate Board and committee meetings, including logistics, materials, minutes, and follow-up.
Support leadership meetings and organization-wide initiatives.
Track key projects, reports, and organizational priorities.
Support process improvements, policy updates, and internal coordination across departments.
Handle sensitive information with the highest level of discretion, professionalism, and integrity.
Use technology confidently to streamline processes, develop presentations, and support both virtual and in-person operations.
Support executive office operations, including contracts, supplies, and coordination with vendors and facilities as needed.
Contribute to a respectful, inclusive, and solutions-oriented workplace.
Reflect YWCA’s values in all interactions.