Executive and Program Assistant

Executive and Program Assistant

Miami, Florida, United States

Title: Executive and Program Assistant

Department: SEO Scholars Miami

Report to: Executive Director, SEO Scholars Miami

Compensation: $22.89 - $26.96/hourly

FLSA: Non-Exempt

Employee Type: Full-Time, Regular

Location: Miami, FL

Work Arrangement: Hybrid - 3 days/week in the SEO office at 3401 N Miami Avenue, Miami, FL 33127

About SEO

Founded in 1963 during the Civil Rights Movement, SEO closes educational and career opportunity gaps for 7,000 ambitious young people annually.

SEO Scholars is a free, eight-year, academic program that transforms public high school students in New York City, San Francisco, North Carolina, and Miami into college graduates. SEO Scholars successfully educates and mentors students to and through college. 100% of Scholars are accepted into four-year colleges, 85% of Scholars graduate with a Bachelor's degree, and 80% are first-generation college graduates. All are welcome to apply.

Position Overview

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.

Key Responsibilities

Executive Support

• 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

Program Operations & Organizational Support

• 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

Communications, Events & Volunteer Coordination

• 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

Qualifications

• Bachelor's degree preferred or equivalent professional experience
• 13 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
• 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
• When necessary, ability to travel locally throughout Miami-Dade County for events and program activities.

Competencies & Skills

• Commitment to educational equity and SEO's mission
• Passion for closing the opportunity gap for motivated students
• Strong organizational skills, attention to detail, and ability to manage competing priorities
• Strong written, verbal, and communication skills
• Financial acumen, including tracking, reporting, and managing multiple projects
• Highly dependable and detail-oriented
• Proven ability to work independently while fostering collaboration across team(s)
• Resourcefulness, adaptability, and proactive problem-solving
• Passion for youth development and college access

Compensation & Benefits

SEO offers a competitive compensation package and comprehensive benefits plan including low-cost health, vision, and dental options, a generous holiday schedule and PTO policies, disability coverage, fully paid time off for new parents, and employer contributions to health reimbursement and retirement accounts. We are constantly working to improve our benefits each year based on the needs of our employees. We value wellness and strive to put people first and foremost.

The compensation listed in this posting reflects what SEO believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and SEO reserves the right to modify this pay range at any time.

EEOC Policy

At SEO we are committed to cultivating a team that embodies the backgrounds and experiences of the constituencies we serve and the communities we live in, and a workplace that reflects the impact we make in the world. Candidates from all communities including people of color, women, members of the LGBTQIA+ Community, veterans, and people with disabilities are strongly encouraged to apply.

Equal Employment Opportunity is not just the law, it is our commitment.

Sponsors for Educational Opportunity is an Equal Opportunity/Affirmative Action Employer M/F/D/V. We will consider all qualified applicants for employment regardless of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics, or any other legally protected status.

If you need accommodation while applying for a role with SEO, due to a disability, please email SEO Talent.

Fingerprinting

This position requires successful completion of a Level 2 background screening through the Florida Care Provider Background Screening Clearinghouse, including fingerprinting, as a condition of employment. Applicants are encouraged to review background screening requirements, disqualifying offenses, and exemption information at the Florida Clearinghouse Education & Awareness site:

The Organization

Established in 1963 by Michael Osheowitz, SEO (Sponsors for Educational Opportunity) is an educational non-profit founded on the belief that talent is everywhere; but opportunity is not. Our programs are designed to educate, train, mentor, and amplify the voices of our participants to give them a seat at the table every table. We propel human potential.

SEO is an innovator in education, mentorship, and creating educational career opportunities that maximize the full potential of our participants. Each year SEO serves 7,000+ participants nationally, and the organization is widely recognized for developing best-in-class programs with exceptional results.

Not every SEO participant is on the same journey, but all are hungry for opportunity and SEO creates an ecosystem of excellence. Learn more about SEO's programs here: