Executive Assistant

****APPLICANT MUST APPLY ON COMPANY WEBSITE TO BE CONSIDERED****

www.shemaths.org/execassistant

Part-Time · Miami, FL · $16-$17.50/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 (She Moves Around Trials & Hurdles) is a Miami-based nonprofit building a STEM pipeline for Black women and girls. From summer cohorts in data analytics and UI/UX to international partnerships reaching as far as Uganda, we are on a mission to change who gets to be in the room. We move fast, we care deeply, and we need people on our team who are just as mission-driven as we are.

About the Role

We are looking for a detail-oriented, proactive, and highly communicative Executive Assistant to serve as the operational backbone of She MATHS. You will work directly with the Executive Director to manage her calendar, track tasks, coordinate volunteers and partners, and make sure nothing falls through the cracks.

This role offers flexible scheduling — you set your own hours. But flexibility requires transparency. The Executive Director must know when you are working, what you are working on, and where things stand at all times. Communication is the most important skill in this role. If you need to be chased for updates, this is not the right fit. If you are someone who stays ahead, flags issues early, and never goes silent — keep reading.

What You'll Do

Calendar & Scheduling

• Manage the Executive Director's She MATHS Google Calendar, staying a minimum of two weeks ahead at all times
• Conduct Monday and Friday calendar prep — reviewing upcoming weeks and confirming all commitments
• Send a daily morning reminder to the ED via email and text with meetings and key tasks for the day

Task Tracking & Follow-Up

• Own and maintain a master task tracker in Google Sheets
• Follow up proactively with volunteers, board members, partners, and vendors without being asked
• During summer months: coordinate with speakers, facilitators, and program instructors to ensure logistics run smoothly

Event & Program Logistics Support

• Support planning and logistics for She MATHS events — vendor coordination, RSVP tracking, materials prep, itinerary creation, and on-the-ground support

Communications

• Serve as the front-facing point of contact for the Executive Director on She MATHS matters — by phone and email
• Update meeting minutes within 30–60 minutes of every She MATHS meeting ending
• Submit a Monday morning overview email and a Friday end-of-week update every single week

What We're Looking For

Above all else, we need someone who communicates consistently. Not every five minutes — but reliably. If something comes up, you say something. If a deadline is at risk, you flag it before it passes. Silence is never the right answer in this role.

• Proactive by nature — you handle things before being asked
• Self-directed and organized — you manage your own time and deliver without being chased
• Responsive — you acknowledge messages in a timely manner within your set working hours
• Reliable — when you commit to a deadline or a meeting, you honor it or communicate early if something changes
• Proficient in Google Workspace (Gmail, Calendar, Sheets, Drive)
• Comfortable working in Asana or a similar task management tool
• Strong written and verbal communication skills
• Based in the Miami area — available for in-person meetings approximately 2x/month
• Genuine alignment with the She MATHS mission
• Prior administrative, operations, or executive support experience is a plus

Meeting & Availability Expectations

• Weekly 1:1 with the Executive Director — virtual
• In-person team meetings — approximately 2x/month in the Miami area
• Committee meetings — approximately 2x/month, typically virtual via Zoom in the evenings
• High season attendance is expected: July (summer program) and October–November (Give Miami Day, our largest annual fundraiser)
• Within your set working hours, messages should be acknowledged within 1–2 hours

What We Offer

• $16-17.50 | paid bi-monthly
• Flexible scheduling built around deliverables — not a clock
• Professional headshot session after 3 months in good standing
• Up to $250 toward a professional certificate of your choice after 6 months in good standing
• Letter of recommendation from She MATHS leadership after one year of strong performance
• A front-row seat to building something meaningful

Position Details

• Hours: 3–5 hrs/week standard · Up to 7 hrs/week during June & July (summer program) and Give Miami Day Season (Oct–Nov)
• Pay Schedule: Bi-monthly (1st–15th and 16th–end of month)
• Start Date: Rolling — position open until filled
• Location: Miami area required
• Work Style: Remote/async with consistent communication and deliverable-based accountability

How to Apply

We review applications on a rolling basis. Applicants must also apply directly on our website at​ www.shemaths.org/execassistant

She MATHS is an equal opportunity organization. We especially encourage applications from individuals with lived experience in the communities we serve.

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Pay: $16.00 - $17.50 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Miami-Dade County, FL