Temporary Holiday Wish Drive Administrative Assistant

Family Giving Tree; San Jose (CA); Sur place; USD 25 000 - 33 000; Temps partiel

Résumé du poste

Family Giving Tree is seeking a Temporary Holiday Wish Drive Administrative Assistant to provide essential administrative and data-entry support during the busy season. The role is onsite in San Jose, CA, offering data-handling, phone and email outreach, and light hospitality tasks.

Responsibilities include maintaining program data, responding to community inquiries, organizing records, and assisting with event setup and cleanup.

Qualifications

• High school diploma or equivalent required.
• At least one year of administrative support experience preferred.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel.
• Ability to manage multiple tasks and meet deadlines.

Responsabilités

• Enter, update, and maintain accurate information in databases and spreadsheets.
• Answer phones and monitor designated email inboxes.
• Respond to inquiries from community partners, donors, and vendors in a timely, professional manner.
• Route complex questions to the appropriate team member and track follow-ups.

Connaissances

Communication skills

Organizational skills

Attention to detail

Time management

Independent work

Formation

High school diploma or equivalent

Outils

Microsoft Office Suite (Outlook, Word, Excel)

Description du poste

Temporary Holiday Wish Drive Administrative Assistant

Position Type: Temporary, Part-Time, Non-Exempt
Department: Program Operations
Reports To: Program Operations Manager
Location: Family Giving Tree, San Jose, CA
Assignment Dates: November 16, 2026 – January 8, 2027

Our Mission. Connecting those who can give to those in need with educational support, gifts, and volunteerism.

About the Position

The Temporary Holiday Wish Drive Administrative Assistant provides essential administrative and operational support to Family Giving Tree during the busy Holiday Wish Drive season. This short-term position helps ensure the timely and accurate completion of administrative tasks while contributing to a welcoming, organized environment for staff, community partners, and visitors.

Working closely with the Operations team, this role supports daily administrative functions, including answering phones and emails, responding to community inquiries, entering and maintaining program data, and organizing records and materials. The position also assists with light office hospitality and event support, including keeping shared kitchen spaces stocked, helping maintain a welcoming lobby, and assisting with setup and cleanup as needed.

The ideal candidate is organized, dependable, detail-oriented, and service-oriented. They communicate professionally, adapt to changing priorities, and enjoy supporting a collaborative team during a fast-paced season when the work has a meaningful impact on children and families in our community.

This Job Might Be for You If:

• You are organized, dependable, and attentive to detail.
• You enjoy administrative work and take pride in keeping information accurate and organized.
• You communicate professionally and enjoy helping people.
• You are comfortable managing multiple tasks and shifting priorities in a fast-paced environment.
• You are comfortable using databases, spreadsheets, email, and other digital tools.
• You enjoy helping create a welcoming and organized environment for colleagues and visitors.
• You want to contribute to a mission-driven organization during its busy holiday season.

Key Responsibilities

1. Administrative Support & Data Entry (40%)

• Enter, update, and maintain accurate information in databases, spreadsheets, and other program tracking systems.
• Review records for completeness and accuracy and follow up on missing or inconsistent information as directed.
• Organize and maintain digital and physical records related to Holiday Wish Drive operations.
• Assist with preparing, formatting, and organizing documents, reports, lists, and program materials.
• Support data tracking, record reconciliation, and other administrative processes to maintain accurate program information.
• Assist with printing, copying, scanning, filing, and organizing materials as needed.
• Follow established procedures to ensure information is entered consistently and administrative tasks are completed on time.

2. Community Communications & Customer Service (35%)

• Answer and direct incoming phone calls and monitor designated email inboxes.
• Respond to community inquiries from participating agencies, donors, vendors, and other stakeholders in a timely, professional, and courteous manner.
• Provide accurate information about Holiday Wish Drive processes and procedures using established guidelines and resources.
• Route complex questions and requests to the appropriate team member and track follow-up items as needed.
• Organize incoming communications and help ensure inquiries receive appropriate responses.
• Maintain professional and compassionate communication when assisting community members and partners.
• Handle organizational, partner, and program information with discretion and confidentiality.

3. Office Hospitality & Operational Support (15%)

• Monitor kitchen and breakroom supplies and replenish snacks, beverages, and other shared items as needed.
• Help maintain clean, organized, and welcoming shared kitchen and staff spaces.
• Assist with maintaining an orderly and welcoming lobby and common areas for staff, visitors, and community partners.
• Help prepare meeting and event spaces, including arranging materials and supplies and assisting with basic setup and cleanup.
• Notify the appropriate team member of supply shortages or office needs.
• Provide light logistical support to help maintain an organized and welcoming work environment during the busy holiday season.

4. Events & Community Engagement (10%)

• Assist with the preparation, setup, and breakdown of organizational events, activities, and community engagement opportunities.
• Support Family Giving Tree’s participation in community events and partnership activities, including assisting with event logistics, preparing materials, and coordinating supplies.
• Represent Family Giving Tree in a professional, welcoming, and mission-aligned manner when participating in community events and engaging with community partners.
• Help maintain positive relationships with community partners, vendors, and other stakeholders through courteous and professional interactions.
• Provide additional logistical and administrative support for events and special projects as needed during the Holiday Wish Drive season.

Qualifications

The ideal candidate will possess the following qualifications:

• High school diploma or equivalent required.
• At least one year of experience in administrative support, data entry, customer service, or a related field preferred.
• Strong attention to detail and commitment to maintaining accurate records.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel.
• Comfort using databases, spreadsheets, shared inboxes, and digital recordkeeping systems.
• Strong organizational and time management skills, including the ability to prioritize assignments and meet deadlines.
• Ability to manage repetitive administrative tasks while maintaining accuracy and productivity.
• Ability to work independently on assigned tasks and collaborate effectively with a team.
• Professional, courteous, and service-oriented approach when communicating with internal and external stakeholders.
• Willingness to assist with hands‑on tasks, including stocking supplies, organizing shared spaces, and helping with event setup and cleanup.
• Ability to maintain confidentiality and follow established procedures.
• Flexibility and adaptability in a fast‑paced, seasonal work environment.

Employment Type: Temporary, Full-Time, Non-Exempt

Assignment Dates: November 16, 2026 – January 8, 2027

Schedule: 20 hours per week, in person

Location: Family Giving Tree, San Jose, CA. This is an onsite position.

Family Giving Tree is an equal opportunity employer committed to fostering an inclusive and respectful workplace. We welcome applicants with diverse backgrounds, experiences, and perspectives. Employment decisions are based on job‑related qualifications, skills, and organizational needs.