Executive Assistant and Operations Coordinator

Position Title: Executive Assistant and Operations Coordinator

Position Type: Full-time

Location: New York City or Miami

Final date to receive applications: January 31, 2026 but will be reviewing apps on a rolling basis!

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. Learn more ricaontech.org

Who We Are Looking For:

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.

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 Tri Net

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.

Qualifications:

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 of Working at America On Tech:

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

20 paid vacation days per year

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