Executive Administrative Assistant

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

Company Description

The de Moya Foundation is a 501(c)(3) non-profit organization dedicated to creating employment opportunities for young adults with unique abilities. The foundation builds long-term partnerships with employers and provides ongoing support to ensure successful employment outcomes. Its programs are designed to foster hope, confidence, and independence for participants. Through its work, the organization promotes meaningful community inclusion and sustainable career paths for the individuals it serves.

Role Description

The Executive Administrative Assistant is a full-time, on-site role based in the Miami–Fort Lauderdale Area. This role provides high-level administrative support to executive leadership, including managing calendars, scheduling meetings, organizing travel, and coordinating internal and external communications. Day-to-day tasks include preparing correspondence and reports, maintaining files and records, answering and directing phone calls, greeting visitors, and supporting the planning of events and meetings.

Qualifications

• Strong Administrative Assistance and Executive Administrative Assistance skills, including calendar management and document preparation.
• Professional Phone Etiquette and Communication skills for interacting with executives, partners, and community stakeholders.
• Proficient Clerical Skills, including filing, data entry, record-keeping, and basic office software use (e.g., MS Office, email, calendars).
• Ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Demonstrated discretion in handling sensitive information and a high level of integrity and reliability.
• Experience in nonprofit, social services, or related fields is beneficial, especially working with individuals with unique abilities.
• High school diploma or equivalent required; an associate or bachelor’s degree in Business Administration, Communications, or a related field is a plus.

Key Responsibilities

Executive Support

• Manage and maintain the Executive Director’s calendar, including scheduling meetings, appointments, and travel.
• Coordinate meeting logistics and prepare agendas, materials, and minutes for staff and board meetings.
• Prepare materials for community outreach events and Employer Partner meetings.
• Assist with special projects and strategic initiatives at the direction of the Executive Director.
• Screen and respond to emails and correspondence.
• Arrange and coordinate travel for conferences.

Operations Support

• Provide administrative and logistical support for day-to-day office operations.
• Monitor and organize internal systems such as office supplies, mail and communications.
• Track deadlines, tasks and deliverables for key projects.
• Assist with compliance tracking, including trainings, background checks, and policy updates.
• Support the Operations Director in maintaining financial fidelity, including tracking expenses, managing invoices, making deposits and maintaining accurate records.

Communication & Coordination

• Serve as a point of contact for staff, board and participants maintaining professionalism and confidentiality.
• Maintain clear and effective communication with community partners.
• Organize and maintain shared calendars and internal workflows.
• Maintain networking contacts and follow‑up with leads.

• Assist with time management for Executive Director's internal and external operations. Managing projects with National APSE, Community Based projects, personal operations and availabilities.
• Support Management Team and support executive team as communication bridge with staff, community members, board members and others.

Full-time 40 hours a week in person at our main office.