Executive Administrative & Operations Coordinator (3 years exp required - including payroll exp)
Learning to Thrive is a growing organization dedicated to supporting individuals through quality, person-centered day programs and community-based services. We are seeking a highly organized, proactive, and experienced Executive Administrative & Operations Coordinator to provide direct support to two executives while helping coordinate the administrative and operational needs multiple day program locations.
This is a high-responsibility, multi-tasking position for someone who can work independently, manage competing priorities, maintain confidentiality, and keep multiple operational functions moving forward.
The ideal candidate is someone who thrives in a fast-paced environment, is highly detail-oriented, communicates professionally, and enjoys being the person who helps keep leadership and the organization organized and on track.
Position Overview
The Executive Administrative & Operations Coordinator will work closely with two executives and provide administrative, operational, payroll/timekeeping, reporting, scheduling, and HR support across the organization.
This position will play an important role in supporting the day-to-day operations of the day programs & other services such as TDS, coordinating information between leadership and staff, monitoring deadlines, assisting with new-hire processes, and ensuring reports and administrative requirements are completed accurately and on time.
Key Responsibilities
Executive & Administrative Support
- Provide high-level administrative support to two executives.
- Manage calendars, meetings, appointments, and scheduling.
- Coordinate internal and external meetings, including agendas, materials, and follow-up.
- Prepare correspondence, documents, spreadsheets, presentations, and reports.
- Maintain organized electronic and physical files.
- Track deadlines, action items, projects, and follow-up needs for leadership.
- Handle confidential information with discretion and professionalism.
Operations Support
- Assist leadership with the daily administrative operations of day programs.
- Help monitor operational needs, staffing issues, schedules, and program-related priorities.
- Coordinate communication between executives, program leadership, and administrative staff.
- Identify issues requiring leadership attention and follow through to resolution.
- Assist with implementing new administrative and operational processes as the organization grows.
- Help ensure required documentation and organizational deadlines are maintained.
Payroll & Timekeeping
- Assist with payroll preparation and payroll-related administrative functions.
- Review employee timekeeping for accuracy, missing punches, discrepancies, and approvals.
- Follow up with managers and employees regarding timekeeping corrections.
- Maintain payroll documentation and support payroll deadlines.
- Assist with tracking employee hours, schedules, overtime, and related administrative reports.
Reporting & Compliance Administration
- Prepare, maintain, and organize monthly and annual reports.
- Track recurring reporting requirements and deadlines.
- Compile information from multiple sources and present it in an organized format for leadership.
- Maintain accurate records and spreadsheets.
- Assist with audits, internal reviews, and documentation requests.
Recruiting & HR Support
- Assist with new-hire onboarding and employee documentation.
- Coordinate onboarding tasks, paperwork, orientations, and required documentation.
- Assist with recruiting and interview scheduling.
- Maintain employee files and HR tracking systems.
- Support leadership with HR-related projects and organizational goals.
- Help monitor completion of required employee documentation and training.
- Maintain confidentiality of personnel and employee information.
Executive Administrative & Operations Coordinator qualification:
- 3+ years of experience in executive administration, operations, office management, HR administration, healthcare administration, nonprofit administration, or a related field.
- Strong organizational and time-management skills.
- Experience supporting senior leadership or executives.
- Experience with payroll, timekeeping, or employee scheduling strongly preferred.
- Experience with HR administration and new-hire onboarding.
- Strong Microsoft Office/Google Workspace skills, particularly Excel or spreadsheets.
- Excellent written and verbal communication skills.
- Ability to maintain strict confidentiality.
- Strong attention to detail and follow-through.
- Ability to prioritize tasks without constant supervision.
- Ability to manage multiple deadlines simultaneously.
- Professional judgment and the ability to recognize when an issue needs to be escalated.
- A positive, solutions-oriented attitude.
The Ideal Candidate Is:
Highly Organized: You naturally create structure and keep things moving.
A Multitasker: You can manage executive calendars, payroll questions, reports, meetings, HR tasks, and operational needs without losing track of details.
Proactive: You don't wait to be told what needs to happen. You identify the next step and take action.
Accountable: You take ownership of your responsibilities and follow projects through to completion.
Discreet & Professional: You understand the importance of confidentiality when handling executive, employee, payroll, and organizational information.
Tech-Savvy: You are comfortable learning new systems and working with spreadsheets, reports, email, calendars, and digital records.
Why Join Learning to Thrive?
- Full-time position
- $26.00–$28.00 per hour DOE
- Opportunity to work directly with organizational leadership
- Key role within a growing organization
- Opportunity to contribute to operational growth and process improvement
- Varied responsibilities — no two days are exactly alike
- Opportunity for professional growth as the organization expands
Work Location
Roseville or Auburn, California
This position will support operations across day program locations & other related services such as TDS, and occasional travel between program locations may be required.
Equal Opportunity Employer
Pay: $26.00 - $28.00 per hour
Expected hours: 40.0 per week
Benefits:
- Dental insurance
- Health insurance
- Professional development assistance
- Vision insurance
Application Question(s):
- Have you independently supported a senior executive, owner, founder, or leadership team with calendar management, scheduling, communications, and confidential information?
- Do you have experience coordinating operational projects, vendors, events, processes, or other business functions?
- Do you have at least 3 years of experience providing high-level administrative support and/or coordinating business operations in a professional environment?
Work Location: In person
