Executive Assisntant

Miami Waterkeeper (MWK) is an award-winning non-profit organization dedicated to protecting Biscayne Bay and the surrounding watershed. Launched in 2010, MWK has become a leading advocate for clean water, inspiring a movement of empowered citizens dedicated to achieving swimmable, drinkable, fishable water. Addressing issues on multiple fronts, we use community outreach, scientific research, and civic and legal action to advance our mission. Miami Waterkeeper is a fast-paced and dynamic work environment. We are a small and hard-working team that is mission-driven and passionate about our environment and our community.

Miami Waterkeeper is seeking a dynamic, detail-oriented individual who is passionate about our mission and desires to support our clean water goals. The Executive Assistant to the Executive Director will work side-by-side the Executive Director/Waterkeeper to advance the mission of Miami Waterkeeper. The Executive Assistant will support project management, document organization, board meeting preparation, deadline tracking, and donor stewardship.

ESSENTIAL RESPONSIBILITIES

  • Schedule appointments and provide general administrative support to the Executive Director/Waterkeeper
  • Assist with email correspondence and inbox maintenance
  • Assist with booking and coordination of travel
  • Develop and maintain a digital filing system; educate others who require access on the system
  • Follow up with partners and monitor communication and thank you protocol with donors for ED
  • Compile and submit executive expense reports for ED
  • Prepare and format presentations and reports, including editing and proofreading
  • Conduct data research for ED
  • Carry out administrative duties (i.e. photocopying, binding, scanning, etc.)
  • Coordinate and manage assigned projects
  • Prepare meeting agendas and take accurate minutes of meetings for board and trustee meetings (involves evening work)
  • Collaborate with Directors of Advancement and Programs to organize, clean up and manage database
  • Process offline gifts (checks, wire transfers, etc.) in database
  • Assist with stewardship of donors, including preparation and sending of acknowledgement letters
  • Assist with donor prospecting (identification and research)
  • Assist with event preparation and staffing (as needed, may require evening and weekend work)
  • Track and manage deadlines
  • Manage media and other appearance requests; inform relevant staff about requests and appearances

 DESIRED QUALIFICATIONS

  • Commitment to the mission of Miami Waterkeeper
  • Ability to handle sensitive information in a confidential manner 
  • Advanced proficiency in Microsoft Office, Outlook, Google Drive, Dropbox and Trello
  • Ability to learn new software quickly
  • Demonstrate an understanding of and ability to work with organizational budgeting
  • High levels of accuracy in task execution and a sense of urgency
  • Ability to thrive in a detail-oriented, deadline-driven environment
  • Ability to manage multiple deadlines at once
  • Strong written/verbal communication and organizational skills
  • Ability to work independently and within a team environment to meet deadlines
  • Ability to interface with all levels of personnel and management
  • Fluid with technology
  • Strong planning and project management skills
  • Desire to work in a fast paced environment and varied environment
  • Commitment to diversity and inclusion
  • Sense of humor

SALARY RANGE

$40,000-$50,000

BENEFITS

  • Medical, dental, and vision plan
  • Retirement Account
  • Generous time off policies
  • Remote work flexibility
  • Relaxed work atmosphere and dress code

 

Job Type: Full-time

Location: Miami, FL

Reports to: Executive Director & Waterkeeper

Contact: Please send your resume and cover letter to [email protected] with “Executive Assistant” written in the subject line.

 

Miami Waterkeeper is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We strongly value diversity, equity, and inclusion both in our organization and in our community.

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