Administrative Assistant Job Opening
Communications
Serve as the operational hub for VSMC member and community communications. Responsibilities include coordinating production and distribution of the Weekly Messenger, managing newsletters and event announcements across email and print channels, overseeing all hardcopy mailings, and serving as the primary liaison to our print vendor.
Village Computer Management System
Maintain and support VSMC's member and organizational management platform. This includes keeping member records, the Document Library, and the Village Vendors database current and accurate, updating the website as needed, and providing hands-on guidance to volunteers navigating the system.
Event Support
Support the planning and execution of VSMC social events and programs. Responsibilities include maintaining the VSMC Events Calendar, coordinating event setup including refreshments, sign-in, and technology, tracking attendance, managing event supplies inventory, and supporting event communications.
Volunteer Support
Coordinate essential onboarding steps for new VSMC volunteers, including processing Intellicorp and DMV background checks and ensuring volunteer records are accurately maintained in our management platform.
Individual Giving Campaign Support
Provide logistical and administrative support for VSMC's Mid-Year and End-of-Year individual giving campaigns, including coordinating campaign communications and maintaining accurate donor records.
Office Team
Serve as an active member of the VSMC Office Team a half-day a week, participation in monthly team meetings, sending Driver Request emails, and providing Office coverage support when staffing is short.
Administrative Support
Provide broad administrative support to the Executive Director and VSMC operations, including maintaining office supplies and inventory and taking on ad hoc projects as requested.
Qualifications
Required
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
- Ability to manage multiple priorities and work independently with minimal supervision.
- Experience with database management or customer management systems.
- Commitment to responsive, warm, and professional member and volunteer service.
Preferred
- Experience working in a nonprofit, volunteer-driven, or community-serving organization.
- Experience supporting older adults or familiarity with issues related to aging in place.
- Prior administrative, office management, or executive assistant experience.
Work Requirements
This position requires a majority of time in our office in Redwood City and in the community, with a small portion of flexible time to work from home. Some weekend and evening time is required.
Compensation
This is a non-exempt position working 16 hours a week with an hourly wage between $28 to $30 per hour, based on experience. Benefits include paid time off (vacation and sick) plus 12 holidays annually.
How to Apply
Email your resume and, in a separate document, a cover letter describing your interest in the position and how your skills and experience meet the needs of the position and the organization. Include your LinkedIn URL. Your candidacy will be held in the strictest confidence.
Send materials to careers@villagesofsmc.org
ABOUT VILLAGES OF SAN MATEO COUNTY (VSMC)
Villages of San Mateo County (VSMC) is a 501(c)3 nonprofit and is part of a growing national movement of villages across the country dedicated to mobilizing community volunteers to support their senior neighbors to age independently in their homes, and stay socially connected and engaged. We support three Villages that serve San Mateo County on the Peninsula from Redwood City to Millbrae and on the coast from Pacifica to Pescadero. Founded in 2015, we now have over 345 members and 423 volunteers. Our work is volunteer driven, with a small support staff including a full time Executive Director and four part-time staff: Volunteer Manager, Social Events Manager, Communications Manager, and Administrative Project Manager.
EQUAL OPPORTUNITY EMPLOYER
Villages of San Mateo County is an Equal Opportunity Employer. We take pride in recruiting and developing staff without regard to housing status, race, color, creed, gender expression, gender identity, religion, or marital status.