Administrative Assistant

Peninsula Volunteers, Inc.; Menlo Park (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Peninsula Volunteers, Inc. (PVI) in Menlo Park, CA is seeking an Administrative Assistant to support executive leadership and day-to-day operations.

This fast-paced, on-site role requires strong organizational skills, attention to detail, and proactive initiative while coordinating calendars, meetings, correspondence, records, events, and recruitment activities. The ideal candidate will manage multiple priorities, maintain confidentiality, and collaborate with leadership, staff, vendors, and

Qualifications

• Must have experience in administrative support or executive assistance.
• Strong organizational skills and meticulous attention to detail.
• Excellent written and verbal communication for professional correspondence.
• Ability to prioritize tasks independently and manage competing deadlines.
• Proficient with Microsoft Office suite (Outlook, Word, Excel, PowerPoint).
• Experience with Salesforce CRM, DocuSign, Adobe Acrobat or similar apps preferred.
• Strong interpersonal skills and ability to interact professionally with leadership, staff, vendors, and partners.
• Maintain confidentiality and discretion with sensitive information.

Responsibilities

• Manage calendars, coordinate meetings, prepare agendas, take minutes, and track follow-ups.
• Draft and prepare correspondence, reports, contracts, and presentations.
• Maintain records, organize information, and monitor deadlines and projects.
• Support leadership's communications internally and externally.

Skills

Organizational skills

Communication

Attention to detail

Independent prioritization

Microsoft Office

CRM experience

Confidentiality

Interpersonal skills

Tools

Salesforce CRM

DocuSign

Adobe Acrobat

Outlook

Word

Excel

PowerPoint

Job description

Administrative Assistant

Peninsula Volunteers, Inc. (PVI)

Location: Menlo Park, CA

Employment Type: Full-Time | On-Site

Reports To: Chief Operating Officer (COO)

Position Summary

Peninsula Volunteers, Inc. (PVI) is seeking a highly organized, proactive, and resourceful Administrative Assistant to support executive leadership and day-to-day organizational operations.

This is a fast-paced, multifaceted role that requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities. The ideal candidate is professional, poised, adaptable, and comfortable taking initiative while supporting a variety of administrative and operational needs.

Key Responsibilities

Administrative & Executive Support

• Manage calendars, coordinate meetings, prepare agendas, take meeting minutes, and track follow-up items.
• Draft, review, and prepare correspondence, reports, contracts, presentations, and other business documents.
• Assist with maintaining records, organizing information, and monitoring deadlines and projects.
• Provide administrative support to leadership, including coordinating internal and external communications.

Event & Project Coordination

• Assist with planning and coordinating organizational events, meetings, and special initiatives.
• Coordinate logistics, schedules, vendors, materials, and other event-related needs.
• Support project planning, execution, and follow-through across departments.

Operations & Recruitment Support

• Assist with recruitment activities, including job postings, candidate communications, interview scheduling, and onboarding coordination.
• Communicate with vendors and service providers, obtain quotes, and coordinate services.
• Assist with administrative processes, documentation, data management, and operational reporting.
• Support other organizational initiatives and responsibilities as assigned.

Qualifications

• Previous experience in administrative support, executive assistance, office coordination, or a related field.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills, including professional correspondence and document preparation.
• Ability to independently prioritize tasks, solve problems, and manage competing deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with Salesforce CRM, DocuSign, Adobe Acrobat, or similar business applications preferred.
• Strong interpersonal skills and the ability to interact professionally with leadership, staff, vendors, and community partners.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Experience in a nonprofit or community-based organization is a plus.

Ideal Candidate

We are looking for an individual who is:

• Attentive and Detail-Oriented: Thorough, observant, and committed to accuracy.
• Poised and Professional: Confident, composed, and tactful in all interactions.
• Proactive and Resourceful: Anticipates needs, takes initiative, and finds solutions independently.
• Adaptable and Quick-Thinking: Comfortable navigating changing priorities and unexpected situations.
• Dependable and Accountable: Takes ownership of assignments and consistently follows through.
• Flexible and Team-Oriented: Willing to take on a variety of tasks and contribute wherever support is needed.

Work Environment

This is an on-site position in Menlo Park, California, working closely with executive leadership and various departments. The position requires flexibility, collaboration, and the ability to respond to changing organizational priorities. Occasional evening or weekend availability may be required for special events.

About Peninsula Volunteers, Inc.

Peninsula Volunteers, Inc. (PVI) is a nonprofit organization dedicated to helping older adults maintain their independence, dignity, and quality of life through community-based programs and services.

• Additional Responsibilities: This description outlines the primary functions of the position. Other related duties and special projects may be assigned based on organizational needs.