Executive Assistant

Miami-Childrens-Museum-Inc; Miami (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Miami Children's Museum is seeking a polished Executive Assistant to partner with our CEO. In this highly visible role, you’ll manage the CEO’s calendar, coordinate meetings and travel, and ensure leadership stays organized, informed, and prepared.

The successful candidate will bring at least five years of executive support experience, expert MS Office skills, outstanding written and verbal communication, and a disciplined, discreet approach to handling confidential information.

Qualifications

• 5+ years of high-level administrative or executive support.
• Proficient with Outlook, Word, Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the CEO’s calendar, meetings, and travel arrangements.
• Anticipate scheduling needs, address conflicts, and stay ahead of deadlines.
• Coordinate meetings from start to finish, including room bookings and materials.
• Prepare polished reports, memos, and executive correspondence.
• Compile information, proofread documents, and ensure accuracy for leadership.
• Maintain flow of information between CEO and leadership team.
• Coordinate Board meetings, prepare board packages, and record minutes.
• Track action items and follow up on priorities.
• Handle confidential information with sound judgment and discretion.
• Support special projects that benefit the CEO and organization.

Skills

Executive support

Time management

Communication

Discretion & confidentiality

Attention to detail

Education

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Description

Are you exceptionally organized, naturally proactive, and always two steps ahead?

We are looking for a polished and dependable Executive Assistant to serve as a trusted partner to our CEO. In this highly visible role, you’ll help keep executive priorities moving, coordinate important meetings and communications, and ensure the CEO and leadership team remain organized, informed, and prepared.

This is an excellent opportunity for an experienced administrative professional who thrives in a fast-paced environment, enjoys bringing order to busy schedules, and handles sensitive information with professionalism and discretion.

What You'll Do

• Own and manage the CEO’s calendar, appointments, meetings, and travel arrangements.
• Anticipate scheduling needs, address conflicts, and help the CEO stay ahead of important deadlines.
• Coordinate meetings from start to finish, including room reservations, guest lists, attendance tracking, name tags, materials, and other logistics.
• Prepare polished reports, presentations, memos, correspondence, meeting notes, and other executive materials.
• Compile information, proofread documents, and ensure materials are accurate and ready for leadership.
• Help manage communication and the flow of information between the CEO and executive leadership team.
• Coordinate Board of Directors meetings, prepare board packages, and record clear and accurate meeting minutes.
• Track action items and follow up on outstanding priorities.
• Handle confidential and sensitive information with sound judgment and discretion.
• Take on special projects and other responsibilities that support the CEO and organization.

Requirements

• At least five years of experience providing high-level administrative or executive support.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to manage and prioritize multiple responsibilities with excellent attention to detail.
• Ability to work independently, meet deadlines, and adapt to changing priorities.
• Professional judgment and the ability to handle confidential information appropriately.
• Positive, enthusiastic, and professional interpersonal skills.
• Bachelor’s degree preferred but not required.

If you’re the person others rely on to keep everything organized, solve problems, and make busy days run smoothly, we’d love to hear from you!