Office Manager/Executive Assistant, Menlo Park

$20.00 - $30.00 hourly
  • Avalon College Advising
  • Downtown Menlo Park, CA
  • Jan 28, 2019
Contract-to-Hire Admin-Clerical Customer Service General Business Project / Program Management Research

Job Description

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.


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

 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.


Deadline to Apply

Feb 21, 2019