EXECUTIVE ADMINISTRATIVE COORDINATOR

Job Description

Job Description

Description: "We are an Equal Opportunity Employer & a Drug-Free Workplace"

Job Title: Executive Administrative Coordinator

Status: Full-Time, Exempt, with full benefits

Reports To: CEO and COO

Department: Exec Offices

Pay Range: $50K to $54K depending on experience

Location: Downtown Miami

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.

Essential Duties and Responsibilities include the following . Other duties may be assigned.

• Executive Support : 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.

• Proactive Coordination : Stay ahead of shifting priorities, identify potential challenges early, and take initiative to address them. Keep work moving forward without waiting for direction.

• Communication & Relationship Management : Serve as a key liaison between the Executive Office, Board of Directors, staff, and external partners. Communicate clearly, professionally, and with diplomacy.

• Board & Leadership Support : Coordinate Board and committee meetings, including logistics, materials, minutes, and follow-up. Support leadership meetings and organization-wide initiatives.

• Project & Operations Support : Track key projects, reports, and organizational priorities. Support process improvements, policy updates, and internal coordination across departments.

• Confidentiality & Judgment : Handle sensitive information with the highest level of discretion, professionalism, and integrity.

• Technology & Systems : Use technology confidently to streamline processes, develop presentations, and support both virtual and in-person operations.

• Office & Vendor Coordination : Support executive office operations, including contracts, supplies, and coordination with vendors and facilities as needed.

• Culture & Values : Contribute to a respectful, inclusive, and solutions-oriented workplace. Reflect YWCA’s values in all interactions.

Core Competencies

Success in this role is defined not just by what gets done, but how it gets done. The Executive Administrative Coordinator demonstrates:

• Ownership & Accountability : Takes initiative, follows through, and ensures work is completed with excellence and care.

• Anticipation & Problem-Solving : Thinks ahead, identifies needs early, and approaches challenges with practical, thoughtful solutions.

• Judgment & Confidentiality : Exercises strong discretion, handles sensitive information responsibly, and builds trust through integrity.

• Organization & Prioritization : Manages multiple priorities with clarity and focus, ensuring the most important work stays on track.

• Communication & Diplomacy : Communicates clearly and respectfully, maintains professional relationships, and navigates complex situations with a high level of decorum.

• Adaptability & Resilience : Remains steady and effective in a fast-paced, evolving environment; adjusts quickly while maintaining quality.

• Technology & Efficiency : Uses tools and systems effectively to streamline processes, improve workflow, and support high-level operations.

• Collaboration & Service Orientation : Works well across teams, supports others with intention, and contributes to a positive, solutions-focused culture.

• Values Alignment : Demonstrates a commitment to equity, respect, and service, and reflects YWCA’s mission in everyday work.

Ideal Candidate Profile

This role is for someone who finds purpose in meaningful work and takes pride in helping others succeed. Whether you are early in your career with strong potential or an experienced Executive Assistant, what matters most is how you think, how you work, and how you show up.

The ideal candidate is:

• Proactive and Insightful: You naturally look ahead, anticipate needs, and take initiative. You don’t wait to be told—you step in and keep things moving.

• A Thoughtful Problem-Solver : You approach challenges with curiosity and confidence, think through solutions, and stay adaptable as priorities evolve.

• Highly Organized and Tech-Savvy: You manage details with care, prioritize effectively, and use technology to create efficiency and clarity.

• A Strong Communicator: You build trust across all levels of an organization, communicate with professionalism, and handle sensitive situations with diplomacy.

• Trustworthy and Discreet: You understand the importance of confidentiality and consistently demonstrate integrity and sound judgment.

• Positive and Dependable: You bring a strong, steady presence, maintain a great attitude, and contribute to a collaborative and supportive environment.

• Mission-Aligned: You are inspired by YWCA’s commitment to equity, empowerment, and service, and you reflect those values in your daily work.

We welcome candidates who are growing into this level of responsibility as well as those who bring years of experience. What we are looking for is someone who takes ownership, leads from where they are, and is excited to contribute to work that truly matters.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We recognize that strong candidates may bring different combinations of education and experience. We encourage applicants who meet many of the following and demonstrate the competencies above:

· Education & Experience:

o Associate’s degree required; Bachelor’s degree preferred.

o 3–5 years of administrative or executive support experience, or a combination of education and relevant experience in business, public administration, or operations.

· Technical Skills:

o Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) required.

o Comfortable learning and using new systems and platforms; experience with virtual meeting tools and office technologies preferred.

· Professional Skills:

o Strong organizational skills, attention to detail, and ability to manage multiple priorities.

o Demonstrated ability to communicate effectively in writing and verbally.

o Experience supporting senior leaders, coordinating meetings, and managing logistics is highly valued.

· Operational Awareness:

? Experience with contracts, reporting, or administrative processes is a plus. Familiarity with nonprofit or mission-driven environments is helpful but not required.

· Work Style:

? 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

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and reach with hands and arms. The employee is regularly required to stand and walk, use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.