Executive Assistant to the CEO
Miami, FL | Full-Time, On-Site | Nonprofit Music Education
www.YoungMusiciansUnite.org
About Young Musicians Unite
Established in 2013, Young Musicians Unite (YMU) is a Miami-based nonprofit dedicated to ensuring every young person has access to music education, regardless of socioeconomic background. We partner with schools to provide free music programming that inspires personal development, builds creative and collaborative skills, and prepares students to become community leaders.
YMU supports over 16,000 students across more than 100 schools. We are a fast-moving, innovative organization, constantly evolving, thinking outside the box, and raising the bar for what's possible in music education. Transforming Lives & Communities Through Music.
Position Overview
The Executive Assistant to the CEO is a high impact role at the heart of YMU’s operations. As the CEO’s right hand, you will help keep priorities moving, communications organized, projects on track, and the calendar running seamlessly. You will serve as a central connector across the organization, coordinating with staff, board members, donors, sponsors, community partners, and other key stakeholders.
This is not a traditional Executive Assistant role. You will support many of the organization’s most important initiatives and relationships, helping ensure that ideas become action and commitments become results. The ideal candidate is proactive, highly organized, detail oriented, and comfortable managing multiple priorities in a fast paced environment. They anticipate needs, communicate with professionalism and warmth, follow through consistently, and take ownership of projects from start to finish.
If you enjoy building relationships, solving problems, coordinating complex projects, and contributing to a mission driven organization with visible community impact, this role is for you.
Position Details
Title: Executive Assistant to the CEO
Department: Executive Office
Reports To: CEO
Type: Full-Time, On-Site
Location: Miami, FL
Salary: $50,500 – $55,500 (commensurate with experience)
Key Responsibilities
Executive Assistant — CEO Support
- Manage the CEO’s calendar, travel, communications, and meeting logistics, ensuring priorities are aligned and time is used effectively.
- Prepare meeting agendas, briefing materials, presentations, and follow up items to ensure the CEO is consistently prepared and informed.
- Track CEO priorities, monitor progress on key initiatives, and follow up with staff and stakeholders to keep projects moving forward.
- Capture and distribute meeting notes, action items, and decisions, ensuring accountability and timely execution.
- Process CEO expense reports and coordinate with Finance to maintain accurate records and documentation.
- Serve as the primary point of coordination between the CEO and internal and external stakeholders, facilitating communication, scheduling, and follow through.
Development Support
- Serve as the liaison between the CEO and the Development team, helping coordinate communication and follow up with donors, sponsors, and prospective supporters.
- Manage the events management platform for every ticketed event, from initial setup through final reconciliation
- Build each event in the system: create the event, set ticket tiers and pricing, and configure registration forms
- Track registrations, ticket sales, and payments in real time, and flag discrepancies before they become problems
- Maintain accurate guest lists, table assignments, and attendee records throughout the event lifecycle
- Document each event's full history in the platform, so every ticketed event has a complete, searchable record after it closes
- Support donor communications and campaign mailouts
- Maintain a real time fundraising dashboard tracking progress against campaign goals for leadership review
Board and Committees
- Work closely with the CEO to support the Executive Board, Community Board, Community Relations Committee, and Executive Committee
- Support the Gala Committee and Community Board event committees: prepare agendas, briefings, and presentations, and track action items
- Close the loop on every committee cycle: agendas go out before the meeting, recaps go out after, and every donor and committee member receives a timely thank you
- Draft communications to board and committee members for CEO review and distribution
- Maintain the board and committee directory as the organization's single source of truth for contact information and rosters
What We're Looking For
Required
- Bachelor's degree and a minimum of 2 years of professional experience supporting a C-suite executive or senior organizational leader
- High attention to detail and the ability to consistently produce accurate work.
- Strong written and verbal communication skills — you write clearly, professionally, and with warmth
- Ability to anticipate needs, take initiative, and follow through with minimal supervision.
- Ability to work a flexible schedule that may include occasional evening and weekend events.
- Discretion and sound judgment when handling sensitive donor, board, and financial information
- Passionate about music education and the communities YMU serves
- Proficiency in Google Workspace (Docs, Sheets, Drive, Forms) — strong emphasis on Sheets and Drive
- Experience with Microsoft Office Suite (Word, Excel)
- Experience with Canva
- Experience with AI productivity tools such as ChatGPT, Claude, or similar platforms.
- Exceptional organizational skills and the ability to manage competing priorities in a fast-paced environment
Preferred
- Experience supporting a CEO, executive director, founder, or other senior organizational leader.
- Experience coordinating calendars, meetings, travel, communications, and special projects in a fast paced environment.
- Experience supporting board relations, committee coordination, or stakeholder communications.
- Proficiency with Asana or similar project management platforms.
- Familiarity with CRM and event management platforms such as Bloomerang, Classy, OneCause, or similar systems.
- Experience in a nonprofit, education, fundraising, or mission driven organization.
- Bilingual in English and Spanish.
Compensation & Benefits
- Salary: $50,500 – $55,500, commensurate with experience
- 50% employer contribution toward the company healthcare plan
- Workers' Compensation coverage
- 10 days paid vacation (increases with tenure)
- 20 organization-wide holidays off/year
Interview Process
We take hiring seriously—our selection process is designed to ensure the right fit for both you and Young Musicians Unite.
Step 1: Complete the Culture Index Survey (Required)
After submitting your application, you must complete the required Culture Index Survey. This assessment helps us better understand your natural work style and how it aligns with the role. Only candidates who complete the survey and meet the minimum benchmark will move forward in the hiring process.
Phase 1: Initial Screening Call
A 15-minute phone call with our team to discuss your background, experience, and interest in the role.
Phase 2: In-Depth Interview
A virtual interview with the hiring manager and/or department leadership to further assess your experience, skills, and overall fit. Depending on the role, this phase may also include a practical exercise or skills assessment.
Phase 3: Final Interview
A final interview with the CEO and department leadership to evaluate overall fit, alignment with YMU's mission and culture, and answer any remaining questions.
How to Apply
To be considered for this position, please complete the following steps:
- Submit your application through Indeed, including:
- Your resume
- A brief cover letter explaining why you're interested in the role and how your experience aligns with Young Musicians Unite's mission.
- Complete the required Culture Index Survey using the link below:
Culture Index Survey:
https://go.cultureindex.com/p/EcS6PgpiZvgWwYlzw
The Culture Index Survey takes approximately 10 minutes to complete and helps us better understand your natural work style, communication preferences, problem-solving approach, and how your strengths align with the responsibilities of the role. There are no right or wrong answers—we simply ask that you answer honestly based on your natural tendencies.
The survey is one component of our hiring process and is considered alongside your resume, experience, qualifications, and interviews.
Important: Applications will only be considered after we have received both your Indeed application and your completed Culture Index Survey. Candidates who do not complete the survey will not move forward in the hiring process.
Young Musicians Unite is an equal opportunity employer committed to building a diverse, inclusive, and mission-driven team.
Pay: $50,500.00 - $55,500.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
To be considered for this position, please complete the following steps:
Submit your application through Indeed, including:
Your resume
A brief cover letter explaining why you're interested in the role and how your experience aligns with Young Musicians Unite's mission.
Complete the required Culture Index Survey using the link below:
Culture Index Survey:
https://go.cultureindex.com/p/EcS6PgpiZvgWwYlzw
The Culture Index Survey takes approximately 10 minutes to complete and helps us better understand your natural work style, communication preferences, problem-solving approach, and how your strengths align with the responsibilities of the role.
Work Location: In person
