Executive Administrative Coordinator

East Palo Alto Tennis & Tutoring (EPATT); East Palo Alto (CA); Remote; USD 34,000 - 55,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Flexible schedule

Health insurance

Paid time off

Vision insurance

Job summary

EPATT is a nonprofit located in East Palo Alto, CA, offering a primarily remote Executive Administrative Coordinator position with some in-person responsibilities. The role supports payroll, HR administration, Salesforce data management, and technology systems, reporting to the Executive Director.

A strong, organized, tech-savvy individual will help streamline scheduling, communications, and program operations.

Qualifications

• Minimum 2 years in administrative, operations, or executive support.
• Experience processing payroll via ADP or similar platform.
• Familiarity with CRM or database systems; Salesforce a plus.
• Strong Google Workspace and/or MS 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.
• Ability to handle confidential information.
• Comfortable learning new technology platforms and troubleshooting basic issues.

Responsibilities

• Oversee biweekly payroll processing through payroll/PEO provider.
• Coordinate contractor docs, W-9 collection, and year-end 1099/W-2 processes.
• Liaise with outside accountant on tax prep, Form 990, filings.
• Maintain personnel, payroll, benefits, and org records.
• Manage Salesforce data entry, cleanup, reporting, dashboards.

Skills

Payroll processing

CRM systems (Salesforce)

Google Workspace / MS Office

Attention to detail

Organization & time management

Communication skills

Confidentiality handling

Tech troubleshooting

Tools

ADP payroll system

Salesforce

Google Workspace

Microsoft Office

Excel

Job description

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

East Palo Alto Tennis & Tutoring (EPATT)

Location: East Palo Alto, CA (Primarily remote, with some in-person responsibilities)
Schedule: Full-time, 30 hours per week
Status: Hourly, non-exempt

About EPATT

East Palo Alto Tennis & Tutoring (EPATT) is a 501(c)(3) nonprofit that combines academic tutoring, tennis instruction, mentoring, and enrichment to help East Palo Alto youth thrive in school and in life. We are a small, mission-driven team where every role contributes directly to the success of the students and families we serve.

The Opportunity

EPATT is looking for a highly organized, resourceful, and tech-savvy Executive Administrative Coordinator to help keep our organization running smoothly.

Working closely with the Executive Director, you will oversee essential administrative and operational functions, including payroll, HR administration, Salesforce data management, technology systems, scheduling, and organizational communications.

This is a great opportunity for someone who enjoys variety, takes initiative, solves problems, and finds satisfaction in making systems and processes work better. You'll play an important role in strengthening the infrastructure that allows our programs to serve students and families effectively.

Key Responsibilities

1. Organizational & Financial Administration

• 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.

2. Systems & Data Management

• 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.

3. Executive & Administrative Support

• 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.

4. HR & Employee Support

• 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.

5. Technology & Program Support

• 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.

6. Family & Organizational 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.

Qualifications

Required

• 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; Salesforce experience is a plus.
• 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.

Preferred

• 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.

EPATT is an equal opportunity employer.

Flexible work from home options available.