Administrative Assistant - Palo Alto, United States - Elizabeth F. Gamble Garden

Description

Position Summary

The Administrative Assistant assists the Office Manager in performing tasks related to operational support for the organization, assigned by the Office Manager, Executive Director, or President, and provides back-office support in dealing with clients, members, and visitors.

The Administrative Assistant will be required to undertake a variety of clerical tasks including but not limited to:

Duties and Responsibilities

• Database: data entry, data cleaning, report and query creation, maintenance, and scheduling of reports
• Membership Program: track and process renewals and new signups, generate membership expiration reminders, maintain uptodate records on all membersVolunteers: receive, process and track volunteer inquiries
• Classes and Events: support online registrations, including report creation to monitor registrations, compile checkin sheets and postevent metrics. Coordinate operational equipment and supplies such as iPads for checking in guests, Square POS devices for sales, raffle tickets, etc.
• Facility Rentals: set up of event folders on Google Drive, process payments, add events to the calendar
• Assist with implementing and optimizing operational procedures
• Build online documents via online forms, DocuSign, Adobe Acrobat, and Square
• Create and maintain filing systems, both electronic and physical
• Connect with and share information with staff and volunteers

Essential Qualifications, Knowledge, and Abilities:

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Technology: Demonstrated ability to quickly learn and utilize new software

• Experience with donor databases or similar CRM is a plus
• Proficiency in Google Workspace (Drive, Gmail, Forms, Docs, Calendars, etc), Microsoft 365 Word and Excel

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Decision-making: Make independent decisions daily, identifying the best way to handle specific tasks
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Communications and collaboration: Collaborate with staff members, volunteers and other stakeholders regularly

• Strong written and verbal communication skills

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Organizational skills: Organization and prioritization are key to the Administrative Assistant being able to manage the broad range of responsibilities they will be tasked with. They must know how to keep themselves and others organized and identify the most important tasks on any given list
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Interpersonal skills - ability and willingness to effectively interact, communicate, and build relationships is key to the success of this role

• Able to maintain privacy and confidentiality
• Valid driver's license
• Must have two years of college or an Associate's Degree and a minimum of two years of workrelated experience

Physical Requirements

• Work is primarily indoors, with outdoor exposure on occasion.
• Ability to lift or push up to 10 lbs. occasionally (up to 33% of time), up to 25 lbs. at times.
• Position requires frequent sitting, walking, standing, repetitive hand motion (up to 66% of time); and occasional bending, reaching (up to 33% of time).

Salary Range:
$22 to $27 per hour


How to apply

Gamble Garden is an Equal Opportunity Employer committed to inclusivity, diversity, equity, and accessibility.

Job Type:
Part-time


Pay:
$ $27.00 per hour


Expected hours:
per week


Benefits:

• Flexible schedule
• Paid time off

Work Location:
Hybrid remote in Palo Alto, CA 94301