Executive Administrative Coordinator

East Palo Alto Tennis & Tutoring (EPATT)•Palo Alto, CA

9h•$28 - $30•Remote

About The Position

East Palo Alto Tennis & Tutoring (EPATT), a 501(c)(3) nonprofit, is seeking a highly organized, resourceful, and tech-savvy Executive Administrative Coordinator to support its mission of helping East Palo Alto youth thrive through academic tutoring, tennis instruction, mentoring, and enrichment. This role works closely with the Executive Director and oversees essential administrative and operational functions, including payroll, HR administration, Salesforce data management, technology systems, scheduling, and organizational communications. The position is full-time, hourly, and non-exempt, with a schedule of 30 hours per week. It is primarily remote, with some in-person responsibilities. The coordinator helps strengthen the organization's infrastructure and supports the effective delivery of programs to students and families. Responsibilities span organizational and financial administration, systems and data management, executive support, employee support, technology and program support, and family and organizational communications. The role also includes improving systems and processes, maintaining accurate and accessible records and data, and assisting with organizational communications and administrative projects.

Requirements

At least 2 years of experience in administrative, operations, or executive support.
Experience processing payroll through ADP or a similar platform.
Familiarity with CRM or database systems.
Strong Google Workspace and/or Microsoft Office skills, particularly spreadsheets.
Exceptional attention to detail, organization, and follow-through.
Ability to manage multiple priorities independently and meet deadlines.
Strong written and verbal communication skills.
Sound judgment and the ability to handle confidential information.
Comfortable learning new technology platforms and troubleshooting basic technical issues.

Nice To Haves

Salesforce experience.
Experience building Salesforce reports and dashboards.
Nonprofit administrative or operations experience.
Familiarity with payroll compliance, contractor documentation, and nonprofit reporting requirements.
Connection to or familiarity with the East Palo Alto community.

Responsibilities

Prepare, review, and process biweekly payroll through EPATT's payroll/PEO provider.
Coordinate contractor documentation, W-9 collection, and year-end W-2 and 1099 processes.
Work with the outside accountant on tax preparation, Form 990, and required state filings.
Maintain accurate personnel, payroll, benefits, and organizational records.
Manage and maintain EPATT's Salesforce database, including data entry, cleanup, deduplication, and reporting.
Build dashboards and reports to support program management, organizational planning, and leadership decisions.
Administer user accounts, permissions, and access across organizational platforms.
Evaluate technology tools to identify opportunities to improve efficiency, reduce costs, and eliminate unnecessary overlap.
Organize shared drives, documentation, and digital records.
Manage the Executive Director's calendar, meetings, deadlines, and correspondence.
Coordinate board, staff, donor, and partner meetings, including agendas and supporting materials.
Track follow-up items and help ensure important tasks and deadlines are completed.
Develop and maintain standard operating procedures (SOPs), templates, and internal how-to guides.
Coordinate new-hire onboarding and employee setup across payroll, benefits, and internal systems.
Maintain confidential employee records and personnel documentation.
Support ongoing HR administration and employee information updates.
Serve as the first point of contact for student information system (SIS) and learning platform issues, including student and tutor access, rostering, and synchronization.
Coordinate with program staff and technology providers to troubleshoot and resolve issues.
Collect and organize program data, including attendance, academic progress, surveys, and other outcome measures.
Prepare charts, dashboards, and summaries that communicate program results and impact.
Ensure accurate, accessible data is available to development staff for grant applications, donor reports, and fundraising communications.
Draft and distribute parent communications, including program announcements, reminders, schedule changes, and newsletters.
Respond to general parent inquiries and route program-specific questions to the appropriate staff.
Support organizational communications and administrative projects as needed.