Executive Coordinator: Operations & Accounting

Job Description

Job Description

Position Overview

We are seeking a highly organized, diplomatic, and proactive Executive Assistant to serve as the Executive Director's right-hand. This role is pivotal in maintaining the seamless operation of our two primary facilities (Our Saviour Center and the Dorris Dann Kids Campus) and ensuring that our leadership team can focus on strategic growth. The ideal candidate is a master of logistics, a gatekeeper of time, and a communicator who can represent our organization's mission with professionalism and empathy.

Key Responsibilities

Executive & Administrative Support

• Calendar & Correspondence: Manage the Executive Director’s calendar, scheduling high-priority meetings with community partners (e.g., Church of Our Saviour, El Monte City School District, Los Angeles Regional Food Bank, and the U.S. Soccer Foundation), and internal leadership. Draft, edit, and send professional communications that reflect the organization's diplomatic and hopeful tone.
• Operations & Infrastructure: Serve as a point of contact for facility operations, including the coordination of security protocols and alarm systems across our multi-site network.
• HR & Payroll Coordination: Oversee the administration of Paychex Flex, ensure accurate time-tracking, and support the team with payroll and HR processes.
• Meeting Management: Facilitate planning meetings for quarterly and monthly operations. Prepare agendas, take meeting minutes, and track action items to ensure organizational accountability.

Programmatic Support

• Project Logistics: Assist in the coordination of youth programs, including invoice management for "Soccer for Success" and logistical preparation for the "Summer Academy."
• Special Events: Lead administrative planning for organizational milestones, such as the upcoming 20th-anniversary celebration for the Dorris Dann Kids Campus. Día De Los Muertos Fundraiser Celebration.
• Documentation: Organize and maintain digital documentation, ensuring all program materials and administrative files are up to date and easily accessible.

Accounting Assistant

• Financial Administration: Assist with day-to-day accounting tasks, including accounts payable/receivable, invoice processing, and general ledger maintenance.
• Payroll Support: Support the payroll cycle by processing timesheets and ensuring accurate data entry within the Paychex Flex system.
• Operational Reporting: Assist in the preparation of financial reports and budget tracking, specifically for grant-funded initiatives such as the Expanded Learning Opportunities Program (ELOP).
• System Maintenance: Help maintain digital record-keeping systems as we move toward increased automation and efficiency across our 16 service locations.
• Communication: Serve as a bridge between program managers and the finance department, ensuring staff inquiries regarding payroll or budget procedures are handled with diplomacy, professionalism, and clarity.
• Compliance: Ensure all financial practices align with organizational policies and regulatory standards, supporting both internal audits and external program requirements.

Our Saviour Center has served as a cornerstone of the El Monte community for over four decades. We are dedicated to empowering individuals and families through comprehensive initiatives, including food distribution, youth sports programs (Soccer for Success), and educational development (Dorris Dann Kids Campus). With a workforce of 65 employees across 16 locations, we operate at the intersection of community advocacy and operational excellence.

Company Description

Our Saviour Center has served as a cornerstone of the El Monte community for over four decades. We are dedicated to empowering individuals and families through comprehensive initiatives, including food distribution, youth sports programs (Soccer for Success), and educational development (Dorris Dann Kids Campus). With a workforce of 65 employees across 16 locations, we operate at the intersection of community advocacy and operational excellence.