Executive Coordinator

Job Title: Executive Coordinator

Reports To: Executive Director

Location: Belmont, NY
Status: Full-Time, Non-Exempt

Position Overview

Literacy West NY, Inc. (LWNY) is seeking a mission-driven Executive Coordinator to provide high-level administrative, fiscal, and contract management support to executive leadership. This role is critical to the successful implementation of grant-funded programs and ensures the seamless coordination of compliance, reporting, and internal communication systems. The ideal candidate thrives in a fast-paced, multi-partner environment and brings strong organizational, financial, and communication skills to support our regional work in adult education, workforce development, digital equity, and youth services.

Key Responsibilities

Executive and Administrative Support

• Serve as the primary administrative partner to the CEO and leadership team
• Manage calendars, meeting logistics, travel, and correspondence for executive staff
• Draft internal memos, board reports, meeting minutes, presentations, and grant-related documents
• Support planning and preparation for board meetings, coalition partner meetings, and strategic initiatives

Fiscal and Contract Coordination

• Assist in managing fiscal records, budget spreadsheets, and funding projections.
• Track subcontracts, MOUs, and vendor agreements, ensuring compliance with timelines and deliverables
• Support the submission of invoices, reimbursement packets, and required fiscal documentation to funders
• Maintain a centralized contract and budget management system in coordination with the Finance and Compliance teams
• Prepare internal dashboards for tracking expenditures, cash match, in-kind contributions, and financial milestones

Grants and Reporting Support

• Assist in drafting and proofreading grant reports, and data summaries
• Coordinate collection of program outputs, attendance data, and narrative updates from program staff
• Maintain compliance calendars and ensure timely submission of all reporting requirements
• Coordinate with program partners to collect supporting documentation for shared deliverables

Organizational Skills

· Flexibility to adjust to evolving organizational needs and work collaboratively in a team environment

· High attention to detail and accuracy in handling budgets, schedules and confidential information

· Strong problem solving and decision-making skills with the ability to anticipate needs and take initiative

· Commitment to the organizations mission-supporting education, equity and community development

· Ability to coordinate across multiple departments- maintaining consistent communication and follow-up.

Operational and Communications Coordination

• Help monitor deadlines, grant milestones, and internal review checkpoints
• Coordinate communications across teams, partners, and funders
• Develop and maintain internal templates and process tools for executive and grant-related activities
• Draft communications for posting across social media platforms
• Support event logistics, special projects, and public-facing initiatives as needed

Qualifications

• Bachelor’s degree in business, public administration, nonprofit management, Accounting, or related field (or equivalent work experience)
• Minimum 3–5 years of experience in executive administration, grant management, or fiscal coordination (nonprofit or public sector preferred)
• Demonstrated understanding of nonprofit compliance, state contracts, and grant deliverables
• Proficient with Microsoft Office, Google Workspace, and cloud-based project tracking systems
• Strong interpersonal, written, and verbal communication skills
• Ability to work independently, maintain confidentiality, and manage multiple tasks with competing deadlines

Compensation

Salary range: $50,000 – $60,000 annually, commensurate with experience and qualifications. Includes benefits package (health insurance, PTO, holidays, retirement contribution, professional development).

Pay: $50,000.00 - $60,000.00 per year

Work Location: In person

Salary : $50,000 - $60,000