Executive Assistant to the CEO

Job Description

Job Description

Executive Assistant to the CEO

Reports To: Chief Executive Officer
Location: Miami, FL (Hybrid)
Status: Full-Time, Exempt

Salary range: $55,000-$65,000

Position Overview

The Executive Assistant serves as a trusted strategic partner to the Chief Executive Officer, helping ensure the smooth, efficient, and professional operation of The CLEO Institute. This role is responsible for managing complex calendars, coordinating meetings and travel, supporting board and leadership communications, handling sensitive and confidential information, and helping drive follow-through on organizational priorities.

The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple priorities with professionalism, discretion, and a strong customer-service mindset. This role requires sound judgment, flexibility, and the ability to thrive in a fast-paced, mission-driven environment.

Key Responsibilities
Executive Support

• Manage and maintain the CEO’s complex calendar, including scheduling meetings, prioritizing competing demands, anticipating conflicts, and ensuring the most strategic and efficient use of the CEO’s time.

• Coordinate internal and external meetings, including preparing agendas, meeting materials, and follow-up action items.

• Draft, proofread, and manage high-level correspondence, presentations, reports, talking points, briefing materials, and other communications on behalf of the CEO.

• Manage the CEO’s inflow of communications, including reviewing, prioritizing, flagging, drafting responses, and ensuring timely follow-up on key communications.

• Screen and prioritize incoming emails, calls, and requests.

• Coordinate travel arrangements, itineraries, lodging, and expense reporting.

• Track key deadlines, deliverables, and organizational priorities and provide reminders and follow-up as needed.

• Coordinate and support the CEO’s participation in events, speaking engagements, donor meetings, community meetings, and external appearances.

• Serve as the primary liaison between the CEO and staff, board members, donors, funders, elected officials, partners, vendors, and other external stakeholders.

Board & Leadership Support

• Support preparation of presentations, reports, and materials for leadership, board, donor, and partner meetings.

• Assist with tracking board action items and ensuring timely follow-up.

• Maintain board and leadership files in accordance with organizational record retention practices.

Administrative & Operational Support

• Process expense reports, invoices, reimbursements, and other administrative paperwork in coordination with Operations.

• Coordinate contracts, forms, signatures, and document routing as needed for the CEO.

• Support onboarding of new staff reporting directly to the CEO

• Help maintain and update organizational calendars, contact lists, and key organizational documents as it relates to the CEO

Communications & Relationship Management

• Interact with staff, board members, donors, partners, elected officials, and community leaders in a professional and welcoming manner.

• Help ensure timely, clear, and professional communication across teams.

• Maintain the highest level of confidentiality regarding organizational, personnel, donor, financial, and board matters.

• Represent The CLEO Institute with professionalism and a commitment to its mission and values.

Qualifications

• 5+ years of experience in an executive assistant, administrative, operations, or related role supporting senior leadership.

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities and deadlines with minimal supervision.

• Strong judgment, professionalism, and discretion when handling confidential information.

• Proficiency in Microsoft Office, Google Workspace, Zoom, calendar management systems, and project management tools.

• Experience preparing meeting agendas, minutes, presentations, and reports.

• Ability to work independently while also collaborating effectively across teams.

• Commitment to diversity, equity, inclusion, and the mission of The CLEO Institute.

Preferred Qualifications

• Experience supporting a nonprofit executive or board of directors.

• Experience in a fast-paced nonprofit, advocacy, education, or mission-driven organization.

• Familiarity with Google Drive, Asana, and virtual meeting platforms.