Village of the Coastside: Part-time Administrative Assistant
The Village of the Coastside is looking for a Part-time Administrative Assistant to support various functions within the organization. This role involves handling member service requests, organizing and producing program events and activities, overseeing fundraising initiatives, and maintaining member records. The Administrative Assistant plays a crucial role in ensuring the smooth operation of the Village and provides valuable support to the VOTC Leadership team on various projects and events.
About Village of the Coastside:
Village of the Coastside (VOTC), a nonprofit membership organization, builds community that helps older adults reimagine aging through connection, purpose, shared exploration, and mutual support. By building strong relationships and a supportive network, we help our members age in place through social engagement and volunteer-driven services. VOTC is part of the Villages of San Mateo County (VSMC) network serving the Coastside community and is supported by a dedicated volunteer leadership team and VSMC staff.
Responsibilities
Communication: Answers office phone and emails, responding to all inquiries in a timely fashion.
Volunteer support: Processes all VOTC service requests and assigns volunteers as needed. Processes volunteer applications. Works closely between volunteers and MembersPlus and flags any issues.
Membership support: Generates and mails new member welcome packets with VOTC pamphlets. Updates member data and maintain files. Creates an “expiring membership” list for Membership Committee. Refers vetted vendors as needed.
Data and Office Management: Uses the Villages of San Mateo County (VSMC) computer management system Club Express to input and maintain all VOTC data. Creates and uses spreadsheets. Maintains the office computer, printer, postage, paper, toner, supplies, etc.
Event support: Primary responsibility for developing and posting events in the VOTC Event Calendar, sends out event announcements, newsletters and other materials to advertise online, in newspaper and local agencies.
Finance and fundraising support: Campaign e-mailings and mailings. Monitors donations to VOTC and reports to the finance chair. Coordinates thank you notes to donors. Maintains a Donor list.
Leadership Support: Works closely with VOTC leadership team and VSMC Membership, Event and Volunteer Coordinators on all projects.
Qualifications
Required
Strong organizational skills and attention to detail
Must be responsive, warm, and professional, and committed to building relationships with members
Ability to be flexible and to work well with various personalities
Excellent written and verbal communication skills
Ability to manage multiple priorities and work independently with minimal supervision
Experience with database management or customer management systems
Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Canva and/or Google Workspace
Preferred
Familiarity with Club Express or similar nonprofit/membership management platforms
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
Compensation
This is a non-exempt position working between 10 and 12 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.
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 your cover letter and resume to Nancy.Nadler@gmail.com.