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America On Tech · 4 weeks ago

Executive Assistant and Operations Coordinator

Miami, FL

Full-time

Hybrid

Mid Level

$60K/yr - $65K/yr

3+ years exp

America On Tech (AOT) is a national nonprofit preparing the next generation of technology leaders from underestimated communities. They are seeking a highly organized and proactive Executive Assistant & Operations Coordinator to support the executive team and ensure efficient business operations.

Non-profit Organization Management

Responsibilities

Manage complex calendars across multiple time zones, including scheduling, rescheduling, and prioritizing meetings

Coordinate domestic and international travel, including flights, accommodation, itineraries, and expense reconciliation

Serve as a gatekeeper by triaging emails, tracking follow-ups, and drafting communications on behalf of executives

Prepare meeting agendas, briefing materials, presentations, and post-meeting action summaries

Maintain discretion and confidentiality regarding sensitive business information

Complete a variety of special projects including creating presentations, financial spreadsheets and special reports

Provide support on additional projects that fall under the purview of the CEO and President as needed

Support operational processes including office management, vendor coordination, and procurement

Assist with onboarding and offboarding logistics for employees, including equipment distribution and account access

Help maintain systems and tools such as project management platforms, CRM software, HR systems, or shared drives

Manage internal documentation, ensuring information is up-to-date and accessible

Coordinate company events, team meetings, retreats, and culture-building activities

Process weekly invoices and contractor payments and help manage the AP expense tracker

Help with the HR coordination; regularly use online Applicant Tracking System through TriNet

Process transactions and student stipends during semester

Track deadlines, deliverables, and priorities across cross-functional projects; flag risks and ensure accountability

Conduct research, gather data, and prepare summaries to support decision-making

Identify administrative or operational inefficiencies and recommend improvements

Support special projects as assigned by leadership

Qualification

Executive Assistant experienceOperations coordinationProject managementGoogle WorkspaceSalesforceVendor coordinationDiscretionJudgmentCommunication skillsOrganizational skillsTime-management skills

Required

3+ years in an Executive Assistant, Operations Coordinator, or hybrid administrative/operations role

Exceptional organizational and time-management skills with the ability to manage competing priorities

Strong written and verbal communication skills

Proficiency with tools such as Google Workspace and Salesforce; experience with project management tools a plus

High level of professionalism, discretion, and judgment

Ability to work independently, anticipate needs, and take ownership

Strong project management, and vendor coordination skills

Highly organized, proactive, and comfortable navigating multiple deadlines in a fast-paced environment

Commitment to America On Tech's mission and values

Benefits

Hybrid work model (1 day in-person with additional in-person time required for in-person student and/or recruitment events; these will be scheduled and communicated in advance as much as possible)

Medical, dental and vision insurance

Pre-tax commuter benefits

20 paid vacation days per year

2 week holiday vacation at the end of the year

10 organizational holidays per year

1 PTO day for your birthday

56 hours of paid sick time

6% 401K Match (after one year)