$20.00 - $30.00 hourly
Avalon College Advising
Downtown Menlo Park, CA
The Role
As Avalon’s first Office Manager/Executive Assistant you will have an impact on the entire team’s productivity and mindset. You will provide superb executive assistance support to the Director, ensure the smooth running of the office and have an important role in building Avalon’s community. Avalon’s busy season is August through December.
Responsibilities
Take initiative in providing day-to-day administrative support to the office is organized and consultants are always well prepared for meetings, including, but not limited to:
Be the go-to persona and main point of contact for all office needs.
Calendar management and setting appointments.
Manage meeting logistics. (space, technical requirements, support, supplies, agendas, invitations, etc.)
Professionally greet visitors to the office.
Meet with parents and students to complete registration.
Interface with vendors and suppliers.
Order office supplies, ensure the office is properly stocked of all provisions/supplies. You will be proactive in making sure that everyone on the team has the tools and support to work productively.
Prepare for the onboarding of new team members.
Assist with preparation of materials for clients. (e.g., fliers, etc.)
Assist with finalizing and refining presentations and other documents.
Organize and maintain electronic and hard-copy files.
Plan, coordinate and manage company meetings and events.
Be and stay positive!
Provide timely (24 hour ) response to phone, email, online and visitor inquiries.
Compose, format, prepare and distribute routine communications and materials using our CRM, social media, etc.
Create and run queries, reports, and exports from the database.
Contribute positively to the start-up’s employee morale in the small office; maintain a pleasant demeanor to all constituencies.
Answer phones, screen calls, take messages and listen to voicemail as needed.
Ensure the office and conference room are adequately prepared before and after each meeting.
Assist with printing and binding of client materials.
Scan various documents and electronically file as appropriate.
Organize, plan, and deliver client gifts and holiday cards.
Perform basic internet research.
Pre-populate various forms and documents.
Other duties as assigned.
Preferred Requirements
Demonstrated success in following through and completing routine tasks.
Strong organizational skills (verbal and written); ability to multi-task and organize a multitude of meetings.
Strong attention to detail.
Excellent customer service and interpersonal skills.
Ability to professionally communicate with clients and prospects.
Strong computer skills and work productivity/sharing tools (G Suite (including Google Folders), DropBox, etc.).
Proficiency in Excel, PowerPoint, Word; familiarity with Mac products a plus.
Ability to apply common sense understanding and to carry out instructions, furnished in written or oral form.
Ability to demonstrate a calm demeanor and peaceful confidence under pressure and in high-stress situations.
Available for occasional evening and weekend functions.
Basic account payable skills and experience using QuickBooks Online.
Ability to use basic office equipment.
College graduate.
Important to Your Success
Willingness to try and learn new SaaS, processes, and procedures.
Ability to problem solve, ask for assistance and accept failure.
Ability to self-start and proactively identify projects, areas for support and a better way of doing things as this company grows.
Ability to ascertain which people may need immediate assistance and to act accordingly.
Physical Requirements and Work Environment
Regularly sit, talk, hear, and to visually intercept visitors. Regularly uses close and distance vision.
Works in a sometimes stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.
Works at desk and computer screen for extended periods of time.
Turns, bends, reaches and may occasionally use a ladder; ability to lift up to 30 lbs. and regularly lift up to 15 lbs.
Works in a traditional climate controlled office environment.
The Basics
This is a part-time role, 20 hours/week.
How to Apply
If this sounds like a great fit for you, please send a cover letter and resume to info@avaloncollegeadvising.com
When applying, please note that you saw the job posted on the NOVA Job Board. If you need help with your resumé, please see a NOVA Career Advisor.
An equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
Jan 28, 2019
Contract-to-Hire
The Role
As Avalon’s first Office Manager/Executive Assistant you will have an impact on the entire team’s productivity and mindset. You will provide superb executive assistance support to the Director, ensure the smooth running of the office and have an important role in building Avalon’s community. Avalon’s busy season is August through December.
Responsibilities
Take initiative in providing day-to-day administrative support to the office is organized and consultants are always well prepared for meetings, including, but not limited to:
Be the go-to persona and main point of contact for all office needs.
Calendar management and setting appointments.
Manage meeting logistics. (space, technical requirements, support, supplies, agendas, invitations, etc.)
Professionally greet visitors to the office.
Meet with parents and students to complete registration.
Interface with vendors and suppliers.
Order office supplies, ensure the office is properly stocked of all provisions/supplies. You will be proactive in making sure that everyone on the team has the tools and support to work productively.
Prepare for the onboarding of new team members.
Assist with preparation of materials for clients. (e.g., fliers, etc.)
Assist with finalizing and refining presentations and other documents.
Organize and maintain electronic and hard-copy files.
Plan, coordinate and manage company meetings and events.
Be and stay positive!
Provide timely (24 hour ) response to phone, email, online and visitor inquiries.
Compose, format, prepare and distribute routine communications and materials using our CRM, social media, etc.
Create and run queries, reports, and exports from the database.
Contribute positively to the start-up’s employee morale in the small office; maintain a pleasant demeanor to all constituencies.
Answer phones, screen calls, take messages and listen to voicemail as needed.
Ensure the office and conference room are adequately prepared before and after each meeting.
Assist with printing and binding of client materials.
Scan various documents and electronically file as appropriate.
Organize, plan, and deliver client gifts and holiday cards.
Perform basic internet research.
Pre-populate various forms and documents.
Other duties as assigned.
Preferred Requirements
Demonstrated success in following through and completing routine tasks.
Strong organizational skills (verbal and written); ability to multi-task and organize a multitude of meetings.
Strong attention to detail.
Excellent customer service and interpersonal skills.
Ability to professionally communicate with clients and prospects.
Strong computer skills and work productivity/sharing tools (G Suite (including Google Folders), DropBox, etc.).
Proficiency in Excel, PowerPoint, Word; familiarity with Mac products a plus.
Ability to apply common sense understanding and to carry out instructions, furnished in written or oral form.
Ability to demonstrate a calm demeanor and peaceful confidence under pressure and in high-stress situations.
Available for occasional evening and weekend functions.
Basic account payable skills and experience using QuickBooks Online.
Ability to use basic office equipment.
College graduate.
Important to Your Success
Willingness to try and learn new SaaS, processes, and procedures.
Ability to problem solve, ask for assistance and accept failure.
Ability to self-start and proactively identify projects, areas for support and a better way of doing things as this company grows.
Ability to ascertain which people may need immediate assistance and to act accordingly.
Physical Requirements and Work Environment
Regularly sit, talk, hear, and to visually intercept visitors. Regularly uses close and distance vision.
Works in a sometimes stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.
Works at desk and computer screen for extended periods of time.
Turns, bends, reaches and may occasionally use a ladder; ability to lift up to 30 lbs. and regularly lift up to 15 lbs.
Works in a traditional climate controlled office environment.
The Basics
This is a part-time role, 20 hours/week.
How to Apply
If this sounds like a great fit for you, please send a cover letter and resume to info@avaloncollegeadvising.com
When applying, please note that you saw the job posted on the NOVA Job Board. If you need help with your resumé, please see a NOVA Career Advisor.
An equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
$81,306 - $121,960 yearly
SamTrans
1250 San Carlos Avenue, San Carlos, CA, USA
JOB SUMMARY : The Project Coordinator, Senior and Veteran Mobility reports to the Manager, Accessible Transit Services and is responsible for coordinating senior-citizen and veteran customer outreach and support programs for the San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (Caltrain), and San Mateo County Transportation Authority (TA).
EXAMPLES OF ESSENTIAL FUNCTIONS :
Develop, plan, organize, and execute senior citizen and veteran customer outreach programs and events.
Recruit, train, and supervise volunteers to support outreach activities.
Act as a liaison to government agencies, non-profit organizations, and other groups that provide services to seniors, veterans, and people with disabilities.
Provide administrative, analytical, and data entry program support.
EXAMPLES OF DUTIES :
Set goals, objectives, and policies for Mobility Ambassadors and Veterans volunteers in the Senior Mobility Initiative and Veteran Volunteer programs.
Participate in fund-raising activities and plan, organize, and implement volunteer recognition events and activities.
Monitor and evaluate the efficiency and effectiveness of the Senior Mobility Initiatives and Veteran Volunteer Corps programs.
Prepare reports for grants and other purposes.
Track volunteer hours and the number of people who receive training.
Supervise volunteer Mobility Ambassadors and Veterans Volunteers, in coordination with cities and non-profit agencies throughout San Mateo County.
Arrange for on-the-job and other required training and evaluation of volunteers.
Prepare and maintain procedural and training manuals.
Performs all job duties and responsibilities in a safe manner to protect one’s self, fellow employees and the public from injury or harm. Promotes safety awareness and follows safety procedures in an effort to reduce or eliminate accidents.
Perform other duties as required.
SUPERVISION : Works under the supervision of the Manager, Accessible Transit Services, who establishes goals and objectives and evaluates performance.
MINIMUM QUALIFICATIONS : Sufficient education, training, and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position. Development of the required knowledge and abilities is typically obtained through but not limited to:
A Bachelor’s Degree in social services, marketing, business, health education, or a related field.
Three years coordinating community outreach, including organizing volunteer groups.
OTHER REQUIREMENTS:
Must be proficient in the use of Microsoft Office applications.
Must have effective written and oral communications skills.
Must have a valid California Driver License.
SELECTION PROCESS MAY INCLUDE :
Applications will be screened for completeness and minimum qualifications.
Written and/or skills assessment examination.
Finalists will be interviewed by a screening and selection panel.
Background investigation.
CURRENT EMPLOYMENT BENEFITS AT SAMTRANS :
Holidays: Seven paid holidays, plus up to five floating holidays per year
Time Off: Paid Time Off: 21 days per year
Insurance: Medical, dental, vision care, group life insurance, and more
Transportation: Free bus transportation for employees and qualified dependents
Retirement: Public Employees Retirement Systems (CalPERS) and Social Security
Classic Members – 2% @ 60 benefit , 3 year average of highest compensation
New Members – 2% @ 62 benefit, 3 year average of highest compensation
When applying, please note that you saw the job posted on the NOVA Job Board. If you need help with your resumé, please see a NOVA Career Advisor
JOB SUMMARY : The Project Coordinator, Senior and Veteran Mobility reports to the Manager, Accessible Transit Services and is responsible for coordinating senior-citizen and veteran customer outreach and support programs for the San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (Caltrain), and San Mateo County Transportation Authority (TA).
EXAMPLES OF ESSENTIAL FUNCTIONS :
Develop, plan, organize, and execute senior citizen and veteran customer outreach programs and events.
Recruit, train, and supervise volunteers to support outreach activities.
Act as a liaison to government agencies, non-profit organizations, and other groups that provide services to seniors, veterans, and people with disabilities.
Provide administrative, analytical, and data entry program support.
EXAMPLES OF DUTIES :
Set goals, objectives, and policies for Mobility Ambassadors and Veterans volunteers in the Senior Mobility Initiative and Veteran Volunteer programs.
Participate in fund-raising activities and plan, organize, and implement volunteer recognition events and activities.
Monitor and evaluate the efficiency and effectiveness of the Senior Mobility Initiatives and Veteran Volunteer Corps programs.
Prepare reports for grants and other purposes.
Track volunteer hours and the number of people who receive training.
Supervise volunteer Mobility Ambassadors and Veterans Volunteers, in coordination with cities and non-profit agencies throughout San Mateo County.
Arrange for on-the-job and other required training and evaluation of volunteers.
Prepare and maintain procedural and training manuals.
Performs all job duties and responsibilities in a safe manner to protect one’s self, fellow employees and the public from injury or harm. Promotes safety awareness and follows safety procedures in an effort to reduce or eliminate accidents.
Perform other duties as required.
SUPERVISION : Works under the supervision of the Manager, Accessible Transit Services, who establishes goals and objectives and evaluates performance.
MINIMUM QUALIFICATIONS : Sufficient education, training, and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position. Development of the required knowledge and abilities is typically obtained through but not limited to:
A Bachelor’s Degree in social services, marketing, business, health education, or a related field.
Three years coordinating community outreach, including organizing volunteer groups.
OTHER REQUIREMENTS:
Must be proficient in the use of Microsoft Office applications.
Must have effective written and oral communications skills.
Must have a valid California Driver License.
SELECTION PROCESS MAY INCLUDE :
Applications will be screened for completeness and minimum qualifications.
Written and/or skills assessment examination.
Finalists will be interviewed by a screening and selection panel.
Background investigation.
CURRENT EMPLOYMENT BENEFITS AT SAMTRANS :
Holidays: Seven paid holidays, plus up to five floating holidays per year
Time Off: Paid Time Off: 21 days per year
Insurance: Medical, dental, vision care, group life insurance, and more
Transportation: Free bus transportation for employees and qualified dependents
Retirement: Public Employees Retirement Systems (CalPERS) and Social Security
Classic Members – 2% @ 60 benefit , 3 year average of highest compensation
New Members – 2% @ 62 benefit, 3 year average of highest compensation
When applying, please note that you saw the job posted on the NOVA Job Board. If you need help with your resumé, please see a NOVA Career Advisor
