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 event…