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ExecutiveAssistant

Part-Time · Miami, FL · $17-$18/hour

Location: Miami area — Remote role with in-person biweekly team meeting required (1-2 hrs)

Start Date: Rolling — position open until filled

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About She MATHS

​She MATHS is a Miami-based nonprofit building a STEM pipeline for Black women and girls. We run programming that equips our scholars with skills in STEM and also provide professional development. We move fast, we care deeply, and we need people on our team who are just as mission-driven as we are.

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About the Role

We're looking for a detail-oriented, proactive Executive Assistant to help keep She MATHS running smoothly behind the scenes. You'll work directly with our Executive Director to manage her calendar, track tasks, coordinate volunteers, and make sure nothing falls through the cracks.

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Though this is a primarily remote role, our Executive Assistant serves as the front-facing point of contact for the Executive Director and the organization. You are often the first impression — by phone, by email, and in the room — and we need someone who carries that responsibility with professionalism and warmth.

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This role requires someone who is self-directed and anticipates needs before they're voiced. We are not looking for someone who waits to be assigned tasks — we are looking for someone who understands the rhythm of the organization, stays a step ahead, and only brings things to the Executive Director when a decision is truly needed. If you need to be told what to do every day, this is not the right fit.

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If you're someone who thrives on organization, loves a good system, and takes pride in making leaders more effective, this role may be aligned with you.

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What You'll Do

 

Calendar & Scheduling

  • Manage the Executive Director's Google Calendar, including scheduling meetings with board members, partners, and volunteers

  • Dedicate Monday and Friday to calendar prep — reviewing the week or two ahead and ensuring all non-negotiable meetings are confirmed and accounted for

  • Send a daily morning reminder to the Executive Director (via email and text) outlining meetings and key tasks for the day

  • Add personal and professional appointments to the calendar on the Executive Director's behalf

  • Track recurring deadlines (grant submissions, compliance filings, cohort milestones) and flag them proactively before they sneak up

  • During summer months (June–July), serve as the primary follow-up contact for speakers, workshop facilitators, and program instructors — confirming schedules, collecting materials, and ensuring all program logistics are on track

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Internal Communications & Reminders​

  • Send reminders to the team and volunteers ahead of upcoming meetings and deadlines

  • Draft internal announcements and communications for Executive Director review and distribution

  • Serve as the first point of contact for incoming emails and calls on behalf of the Executive Director

  • Maintain a communication log so nothing falls through the cracks

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Task & Deadline Tracking

  • Own and maintain a master task tracker in Google Sheets — who's doing what, due dates, and current status

  • Assign deadlines to committee members and follow up to ensure tasks are completed on time

  • Know when updates are due from each team and proactively request them before they're late

  • Conduct a brief weekly check-in with the Executive Director (async or quick call) to align on priorities

 

Volunteer & Partner Coordination

  • Serve as a scheduling point of contact for volunteers, board members, and external partners

  • Coordinate with vendors and partners on scheduling, document collection, and follow-up asks

  • Track board member action items and follow up on outstanding commitments

  • Send appreciation and follow-up messages to volunteers and partners on behalf of She MATHS

 

What We're Looking For

  • Strong organizational skills with a high attention to detail

  • Proactive by nature — you anticipate needs, identify gaps, and take initiative without waiting to be asked

  • Confident and professional communicator by both phone and email — you are the front desk of She MATHS, even remotely

  • Comfortable working independently and managing your own time in a remote/async environment

  • Proficient in Google Workspace — Gmail, Google Calendar, Sheets, and Drive

  • A natural follow-through personality — you don't let things get lost or go unanswered

  • Warm, professional written and verbal communication style

  • Able to hold others accountable with professionalism and without overstepping

  • Based in the Miami area and available to meet in person every two weeks

  • Genuine alignment with the She MATHS mission and the communities we serve

  • Prior experience in an administrative, operations, or executive support role is a plus

  • Experience supporting a nonprofit or faith-based organization is a bonus

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What We Offer (in addition to the hourly rate):

  • Headshot Package — Receive a professional headshot session after 3 months of employment. We invest in your professional image.

  • Letter of Recommendation — Earn a formal letter of recommendation from She MATHS leadership after one year of strong performance.

  • Flexible Schedule — Work on your own time (aside from scheduled weekly 1-1 meeting) as long as deliverables are done and deadlines are met.

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Position Details

  • Compensation: $17-$18/hour based on experience Hours: 3–7 hours per week · increased during July (summer program)

  • Location: Miami area — in-person biweekly team meeting required (1-2 hrs) + possible in person needs during She MATHS Summer program (July 6-25, 2026)

  • Work Style: Remote/async with consistent communication and deliverable-based accountability

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How to Apply

Click on the link below. Applications are reviewed on a rolling basis.

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