American Tinnitus Association is hiring: Executive Assistant in Miami

Role Summary

The Executive Assistant is a key support role responsible for ensuring smooth day-to-day operations within ATA. Reporting to the Chief Executive Officer (CEO), this position provides high-level administrative support, manages board activities, maintains complex calendars, and oversees internal coordination of the team. The ideal candidate will have strong organizational skills, attention to detail, excellent communication abilities, and experience working in a nonprofit setting. Must be self-motivated, attentive to detail, and can prioritize and problem-solve. This role is hybrid and will involve scheduling in-person meetings with the CEO in Miami on weekly basis, the remainder of the work week can be done from a home office.

Key Responsibilities

• Calendar & Meeting Management: Coordinate and manage complex calendars, schedule internal/external meetings, and arrange travel logistics. Management of meeting agendas, tracking next steps, and follow-up items from meetings is crucial.
• Financial Coordination: Assisting the Vice President of Finance with office mailings, data input, and acknowledgment receipts (and renewal notices) for donations and office correspondence.
• Board & Committee Support: In coordination with the CEO, organize board meeting agendas and materials, schedule committee meetings, and assist with organizing concise meeting minutes.
• Event & Conference Coordination: Assist in organizing conferences, board retreats, and other key gatherings, ensuring all logistics are handled seamlessly.
• Internal Document Preparation & Follow-Up: Draft correspondence and meeting notes, track action items, and manage electronic filing systems.
• Compliance & Reporting: Assist with maintaining organizational compliance by gathering required documentation and ensuring timely renewals or filings, in collaboration with relevant vendors.
• Special Projects: Undertake special assignments from the CEO, as needed, providing research and support to advance organizational goals. Projects from staff members as assigned and approved by the CEO.

Qualifications

• Bachelor’s degree (or equivalent experience) in business administration, nonprofit management, or a related field.
• 3+ years of experience as an executive assistant or similar administrative role.
• Experience managing and working closely with Board of Directors, including scheduling, creating Board decks, communication.
• Proficiency in Google Workspace, Microsoft Office Suite, and experience using CRM platforms (e.g., Salesforce, Raiser’s Edge, Boardable).
• Excellent organizational and multitasking skills, time management with a strong attention to detail.
• Exceptional written and verbal communication abilities.
• Demonstrated ability to handle confidential information with discretion.

Core Competencies for All ATA Employees

• Mission-Driven: Demonstrates passion for ATA’s vision and values in all activities.
• Collaboration: Works effectively with diverse teams and stakeholders.
• Integrity: Upholds the highest ethical standards in all interactions.
• Adaptability: Thrives in a fast-paced, dynamic environment.