Executive Assistant & Strategic Initiatives Coordinator

Posted 3 days ago

miami music projectFort Lauderdale (FL)

Executive Secretaries and Executive Administrative Assistants Civic and Social Organizations

SENIORITY

Senior

SALARY

$70,000-75,000

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About the role

JOB DESCRIPTION Title: Executive Assistant & Strategic Initiatives Coordinator

Organization: Miami Music Project, Inc. Classification: Full time, Exempt

Reports to: President & CEO

Compensation: $70,000-75,000 + benefit Package (health insurance, PTO, retirement plan, and expense reimbursement) Works closely with: President & CEOSupervisory responsibility: None

Start Date: August 2026 (or until position is filled)

Apply: Send your Resume and Cover Letter to: Use the words “Executive Assistant” in the subject line. Applications without Cover Letter might not be taken into consideration.

ORGANIZATIONAL OVERVIEW: Founded in 2008, Miami Music Project transforms lives through the power of music. Through intensive music instruction, mentorship, and artistic excellence, the organization empowers young people to develop confidence, resilience, leadership skills, and lifelong learning habits. Today, Miami Music Project serves thousands of children and youth throughout Miami-Dade County, while advancing the national field of socially transformative music education through innovation, professional development, and strategic partnerships. Position Overview & Purpose The Executive Assistant & Strategic Initiatives Coordinator exists to increase the effectiveness and capacity of the President & CEO. The successful candidate will anticipate needs, manage complex priorities, coordinate strategic initiatives, lead the planning and execution of executive-led fundraising and special events, support Board governance, and help create exceptional donor stewardship experiences that strengthen relationships with donors, partners, and community leaders. This position is ideal for someone who enjoys bringing structure to complexity, solving problems proactively, and helping leaders and teams achieve ambitious goals.

Key Responsibilities: Executive Partnership & Office of the CEO Support

Manage and optimize the President & CEO’s calendar, priorities, meetings, travel, and commitments.
Prepare agendas, briefing materials, presentations, correspondence, and executive communications.
Track action items and ensure timely follow-through on executive priorities.
Anticipate challenges, identify solutions, and serve as a trusted operational partner.
Maintain confidentiality and exercise exceptional judgment and discretion. Strategic Initiatives & Executive Events
Coordinate organization-wide strategic initiatives led by the President & CEO, including internal initiatives, cross-departmental projects, and organizational priorities.
Lead the planning and execution of executive-led fundraising events, cultivation events, donor receptions, and other special events from concept through completion.
Develop project plans, timelines, budgets, and logistics while coordinating staff, volunteers, vendors, venues, and external partners.
Facilitate communication across departments to ensure successful execution and accountability.
Prepare project updates, reports, and presentations for leadership and Board review.
Identify opportunities to improve systems, workflows, and organizational effectiveness. Board Relations & Governance Support
Coordinate Board and committee meetings in partnership with the President & CEO.
Prepare agendas, Board materials, presentations, and meeting documentation.
Maintain governance records, track decisions, and support follow-up actions.
Assist with Board communications, orientation, and annual planning. Executive Communications & Donor Stewardship Support
Draft, edit, and proofread executive correspondence, reports, presentations, speeches, and donor communications.
Prepare materials for donor meetings, community presentations, and leadership engagements.
Coordinate donor cultivation and stewardship activities including meeting preparation, briefing materials, personalized follow-up, recognition, and stewardship touches.
Help ensure that every interaction with Board members, donors, institutional partners, and community leaders reflects Miami Music Project's commitment to excellence, hospitality, and relationship-building.
Collaborate with the Executive & Philanthropy Team to ensure exceptional experiences and donor cultivation for prospects, donors, and community partners.

What Success Looks Like: Within the first year, the successful candidate will help create a more efficient, responsive, and strategically focused Office of the President & CEO.Success means:

Executive priorities move forward with clarity, organization, and accountability.
The President & CEO has increased capacity to focus on strategy, fundraising, partnerships, and mission advancement.
Board meetings and governance processes are consistently organized and effective.
Strategic initiatives and executive-led fundraising events are executed successfully and on schedule.
Donors, Board members, and community partners experience thoughtful, personalized stewardship and exceptional engagement.
The Office of the President & CEO reflects excellence, responsiveness, and collaboration. Qualifications Required Qualifications
Bachelor’s degree in Business Administration, Nonprofit Management, Communications, Arts Administration, or related field (or equivalent experience).
3–5 years of experience supporting senior executives, coordinating projects, or managing executive operations.
Exceptional organizational skills and ability to manage multiple priorities simultaneously.
Excellent written, verbal, and interpersonal communication skills.
Strong proficiency with Microsoft Office Suite and Google Workspace.
Experience preparing professional presentations, reports, agendas, and meeting materials.
Demonstrated discretion, professionalism, and sound judgment.

Preferred Qualifications:

Experience supporting a nonprofit executive or senior leadership team.
Experience working with Boards of Directors or governance committees.
Familiarity with donor databases or CRM systems.
Experience with donor engagement, events, or fundraising operations.
Knowledge of nonprofit philanthropy. Desired Skills & Competencies
Strategic Thinking: Understands organizational priorities and connects daily work to broader goals.
Executive Presence: Communicates with professionalism, maturity, confidence, and discretion.
Project Management: Organizes multiple initiatives while maintaining accountability and attention to detail.
Relationship Management: Builds strong relationships and provides excellent service to internal and external stakeholders.
Communication Excellence: Creates clear, polished communications and adapts effectively to different audiences.
Organizational Agility: Thrives in a dynamic environment with evolving priorities.
Emotional Intelligence: Demonstrates empathy, diplomacy, and sound judgment.
Continuous Improvement Mindset: Identifies opportunities to strengthen systems and improve organizational effectiveness and organizational priorities.

Work Environment This position is based at Miami Music Project’s administrative offices and requires regular collaboration with staff, Board members, donors, and community partners. The team works on a hybrid schedule – a combination of in-office and home-office workdays. Occasional evening and weekend work may be required to support performances, fundraising events, and special initiatives. Why This Role Matters? Every meeting coordinated, every initiative advanced, every Board interaction supported, and every donor experience enhanced contributes to Miami Music Project’s mission of transforming young lives through music. This is an opportunity to join a passionate team of educators, artists, and nonprofit professionals committed to excellence—in music, leadership, service, and community impact. Miami Music Project is firmly committed to a policy of equal employment opportunity and does not discriminate against an applicant or employee because of race, color, sex, religion, national origin or ancestry, age, marital, veteran / military status, disability, genetic information, sexual orientation, gender identity or expression, or any other legally recognized protected basis. As permissible under applicable law, after receiving a conditional offer of employment, applicants will be subject to a pre-employment drug test and background check to investigate criminal background. Likewise, employment is contingent on receiving a negative test result for illegal drug use. Separate disclosure and consent forms will be provided prior to any background check or drug test.

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