Executive Admin Assistant — Nonprofit Leadership Support (On-site)

The de Moya Foundation; Miami (FL); On-site; USD 45,000 - 60,000; Full time

Job summary

The de Moya Foundation in the Miami–Fort Lauderdale Area is seeking an Executive Administrative Assistant for a full-time, on-site role. You will provide high-level support to executive leadership, managing calendars, meetings, travel, and internal/external communications, while preparing correspondence and reports.

The role requires strong calendar management, professional communication, and clerical proficiency.

Qualifications

• Strong administrative and executive support capabilities including calendar management and document preparation.
• Professional phone etiquette and communication with executives, partners and stakeholders.
• Clerical proficiency: filing, data entry, record-keeping, and use of basic office software (MS Office, email, calendars).
• Ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Discretion with sensitive information and integrity in handling confidential matters.

Responsibilities

• Manage and maintain the Executive Director’s calendar, schedule meetings and travel.
• Coordinate meeting logistics, prepare agendas, materials, and minutes for staff and board meetings.
• Prepare materials for community outreach events and partner meetings.
• Assist with special projects and strategic initiatives as directed by the Executive Director.
• Screen and respond to emails and correspondence.
• Arrange and coordinate travel for conferences.
• Provide operational support and logistics for day-to-day office operations.
• Monitor internal systems: office supplies, mail, and communications.
• Track deadlines, tasks, and deliverables for projects.
• Support compliance tracking ( trainings, background checks, policy updates ).
• Assist Operations Director with financial fidelity: track expenses, invoices, deposits, records.

Skills

Calendar management

Document preparation

Phone etiquette

Communication

Clerical skills

Data entry

Record-keeping

MS Office

Email management

Calendars

Education

High school diploma or equivalent

Associate or bachelor’s degree (preferred)

Tools

MS Office

Job description

The de Moya Foundation in the Miami–Fort Lauderdale Area is seeking an Executive Administrative Assistant for a full-time, on-site role. You will provide high-level support to executive leadership, managing calendars, meetings, travel, and internal/external communications, while preparing correspondence and reports.

The role requires strong calendar management, professional communication, and clerical proficiency.