Executive Assistant and Operations Coordinator

America on Tech • Miami, FL

54d • $60,000 - $65,000 • Hybrid

About The Position

America On Tech (AOT) is a national nonprofit preparing the next generation of technology leaders from underestimated communities. Since 2014, AOT has provided no-cost tech education and workforce training to students in NYC, LA, Miami, and Atlanta. AOT equips young people with in-demand skills in AI, Web Development, Data Science, and more, creating pathways to higher education and careers. To date, AOT has served 6,600+ students, facilitated 1,500+ paid internships. AOT alumni are twice as likely to attend college and five times more likely to pursue tech degrees. We are seeking a highly organized, proactive, and resourceful Executive Assistant & Operations Coordinator to support our executive team and ensure smooth day-to-day business operations. This hybrid role combines high-level administrative support with operational coordination, making it ideal for someone who thrives in a fast-paced environment, enjoys solving problems, and can anticipate needs before they arise.

Requirements

• 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.

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.

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)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed