Executive and Program Assistant

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

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

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…