Executive and Program Assistant

Sponsors for Educational Opportunity•Miami, FL

5d•Hybrid

About The Position

SEO Scholars Miami seeks a highly organized, proactive, and mission-driven Executive & Program Assistant to support both organizational leadership and day-to-day program operations. This role serves as a key administrative and operational partner to the Executive Director and program team, helping ensure the smooth execution of student programming, events, communications, scheduling, and stakeholder engagement. The ideal candidate is detail-oriented, adaptable, relationship-focused, and passionate about educational equity and supporting young people on their path to and through college.

Requirements

Bachelor’s degree preferred or equivalent professional experience
1–3 years of administrative, program coordination, nonprofit, or education-related experience
Strong organizational and time management skills
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced environment
Proficiency in Google Workspace, Microsoft Office, and database systems
When necessary, ability to travel locally throughout Miami-Dade County for events and program activities.

Nice To Haves

Experience with CRM systems, Canva, Monday.com, or Salesforce is a plus
Strong interpersonal skills and ability to work collaboratively with students, families, volunteers, and external partners

Responsibilities

Manage the Executive Director’s calendar, scheduling, and meeting coordination, including coordinating travel, logistics, and event-related scheduling; Act as a liaison between the Miami team members
Draft and edit emails, agendas, reports, meeting notes, and correspondence; Support preparation for board meetings, donor meetings, and external presentations
Develop strategies, trackers, and communications to ensure clarity, efficiency, and transparency across stakeholders
Prepare and reconcile monthly AMEX reports for the Executive Director and support budget monitoring
Perform administrative/clerical duties, taking memos, maintaining files, and organizing documents
Coordinate team communication and meetings; Assist with coordinating organizational and external meetings, and employee team building activities or special projects
Act as liaison between Board member executive office staff
Support cross-collaboration with Miami team and between other SEO teams
Support special projects and organizational initiatives as needed
Provide administrative and operational support for the program, including virtual and in-person programming and events
Help coordinate program logistics including room reservations, materials, transportation, meals, and supplies for Scholar programming
Utilize Excel and Salesforce to maintain Scholar, family, volunteer, and partner data; Support onboarding and communication with students and families
Assist with collection and organization of forms, waivers, and program documents
Help manage the office and organize operational systems and administrative processes
In collaboration with Manager of Program Operations, assist with survey collection, data organization, and impact reporting, as well as invoice processing
In collaboration with the Manager of Development, assist with donor stewardship and follow-up communications
Assist with program event logistics and outreach efforts; Greet and assist visitors and volunteers
Help manage event registration, setup, and follow-up communications
Support Scholar Advisors and programming by coordinating volunteer communications, confirmations, and scheduling
Support mentor and guest speaker logistics
Support coordinating and drafting content for newsletters, announcements, and outreach communications
Assist in planning workshops, family events, volunteer opportunities, and community engagement activities