Little Tokyo Service Center Executive Coordinator

Location: Little Tokyo Service Center Office

Compensation: $68,640-$75,000 yearly (based on experience)

Hours: Full-time, Salaried, Exempt position with benefits

Supervisor: Executive Director

Background:

For over 40 years, Little Tokyo Service Center (LTSC) has provided a safety net of social welfare and community development services to empower people and communities in need. LTSC provides culturally and linguistically appropriate services to the Japanese American community in the Southland, builds multi-family affordable housing projects to uplift low-income neighborhoods of color throughout Los Angeles, and promotes equitable development and cultural preservation in the Little Tokyo neighborhood.

We are an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, sexual orientation, age, national origin or disability.

Summary of Duties:

The Executive Coordinator is a newly created position that will provide advanced administrative and operational support to LTSC’s Executive Team, ensuring effective leadership operations, streamlined workflows, and high-quality communication. This role demands a professional with extensive experience in supporting senior leadership in a fast-paced, mission-driven environment. The Executive Coordinator will be integral to the success of LTSC’s executive leadership, board relations, and strategic initiatives.

Responsibilities Include:

Executive Team Support

• Provide advanced calendar management for the Executive Team, coordinating complex schedules, meetings, and travel arrangements.
• Anticipate the needs of the Executive Team and provide proactive solutions to enhance efficiency and effectiveness.
• Prepare and refine materials for executive meetings, including presentations, reports, and follow-up documentation.
• Write internal briefing memos to help inform organizational decision-making.

Project and Workflow Coordination

• Serve as a central point of contact for cross-departmental projects, ensuring deadlines are met and deliverables are completed.
• Track and manage multiple projects simultaneously, providing status updates and reports to the Executive Team.
• Assist in the development and implementation of organizational systems to enhance executive operations.

Board of Directors Support

• Coordinate all aspects of Board meetings, including scheduling, preparing materials, and recording meeting minutes.
• Manage Board communications, ensuring timely dissemination of information and updates.
• Provide administrative support to Board committees, including logistics and follow-up.

Stakeholder Engagement and Communication

• Act as a key liaison between the Executive Team and internal/external stakeholders, fostering positive relationships.
• Draft, proofread, and finalize correspondence, presentations, and public-facing materials on behalf of the Executive Team.
• Represent the Executive Team in interactions with partners, funders, elected officials, and community members as appropriate.

Special Projects

• Assist in planning and executing events, such as staff retreats, ongoing senior leader meetings, etc.
• Oversee logistics for executive-level projects, including procurement, vendor coordination, and budget tracking.
• Lead or support complex, high-priority initiatives that advance LTSC’s mission and goals.
• Conduct research and analysis to support strategic decision-making by the Executive Team.
• Collaborate with the Executive Team to draft proposals, communications, and policy and procedures maintaining accuracy, clarity, and confidentiality when necessary
• Execution of some of the above duties may require driving or use of public transportation to provide services at satellite office or in the field.

Qualifications, Experience, and Skills:

Education & Experience:

• 3-5 years of experience providing high-level administrative and project management support to senior leadership, preferably in a nonprofit or mission-driven organization.
• Project coordination or event planning experience is a plus.
• Bachelor’s degree in business administration, communications, or a related field preferred.

Skills & Competencies:

• Exceptional organizational skills and the ability to manage multiple priorities with attention to detail.
• Superior written and verbal communication skills, including experience drafting professional correspondence and high-impact materials.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and project management platforms (e.g., Asana, Trello).
• Demonstrated ability to handle confidential information with integrity and discretion.
• Strong problem-solving skills, proactive mindset, and ability to work under pressure in a dynamic environment.
• Proven ability to build and maintain relationships across diverse stakeholders, including senior leaders, Board members, and community partners.

Other Requirements:

• Commitment to LTSC’s mission and values.
• Experience working in culturally diverse settings; familiarity with Asian American and Pacific Islander communities in Los Angeles is a plus.
• Willingness to work occasional evenings or weekends for Board meetings or special events.

Equivalent education or experience can be substituted for all minimum qualifications, except when legal requirements, such as a license/certification/registration, are required.