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Operations/ Administrative Assistant
Operations/ Administrative AssistantSearchPros • Oakland, CA
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Operations / Administrative Assistant

Operations / Administrative Assistant

SearchPros • Oakland, CA
26 days ago
Job type
  • Part-time
Job description

Operations / Administrative Assistant % in office Part- time hours a week Tuesday-Thursday

Position Summary

The Operations / Administrative Assistant plays a critical role in supporting the efficient functioning of the office, with a focus on member services, database management, and communication with internal and external stakeholders. This is a part-time position, and necessitates a highly organized, detail-oriented individual capable of managing multiple priorities and utilizing various technology platforms. Employment Type

  • Part-Time : schedule to be determined upon hire.

Key Responsibilities . Member Services and Member Database Management

  • Assist in the intake and documentation, ensuring accuracy and completeness.
  • Draft correspondences for review by leadership / management.
  • Maintain and update the member database , ensuring all information is current.
  • Manage and update the member tracking database with current contact information, status, and relevant data.
  • Perform Excel data sorting and analysis on both member and organization data as needed for reporting.
  • . Administrative and Office Operations
  • Execute the new hire orientation submission process accurately and on time.
  • Manage and update the organizational calendar with key meetings, deadlines, and events.
  • Maintain and organize all physical and digital filing systems (including Dropbox / cloud storage).
  • Coordinate and manage vendor relations , including scheduling, communication, and processing invoices / paperwork.
  • Provide general office administration support, including mail handling, supplies management, and equipment oversight.
  • Manage and execute special projects and initiatives that fall outside of the standard scope of work.
  • Demonstrate flexibility to take on ad-hoc strategic projects from concept through completion.
  • . Communications and Technology
  • Serve as a primary point of contact for member communication , including drafting and distributing notices, newsletters, or emails.
  • Assist with the maintenance and updating of the organization website .
  • Utilize and maintain proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar, Admin Console) for daily operations.

    • Qualifications and Skills

  • Proven experience in an administrative or operations support role, preferably within a labor, non-profit, or legal / HR environment.
  • Exceptional organizational skills and attention to detail, particularly in data management.
  • Strong verbal and written communication skills, necessary for drafting official documents and communicating with members.
  • Proficiency in Microsoft Excel (or Google Sheets) for data sorting and basic analysis.
  • Familiarity with and demonstrated proficiency in Google Workspace (formerly G Suite).
  • Experience maintaining database systems and electronic filing platforms (, Dropbox).
  • Ability to handle sensitive and confidential information with discretion.
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    Administrative Assistant • Oakland, CA

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