Overview
Administrative Assistant (Part-time) Jobs in Redwood City, CA at AgeUp, Inc
This role will provide administrative and executive level services for the Senior Vice President, Chief Marketing and Strategy Officer, and the Marketing and Strategy Department to facilitate timely, efficient completion of the Executive’s and Department’s work assignments along with Executive calendar management. This role also provides support across the Marketing Leadership Team and as necessary for Department billing, scheduling, shipping, and other administrative and operational activities. Administrative support extends to the Committees that the Chief Marketing and Strategy Officer leads or participates in such as Strategy Committee and Marketing Team and Leadership department meetings. Additional responsibilities can include working with the Chief Marketing and Strategy Officer and the Marketing Leadership Team members to complete special projects as needed. This individual may need to prepare or review communication sent on behalf of the Chief Marketing and Strategy Officer or general departmental communication. The role includes the monthly reconciliation of the Chief Marketing and Strategy Officer/Marketing and Strategy Department expenses, calendar management for meetings including other Executive Team members such as the Strategy Committee along with responsibilities related to Marketing and Strategy Operations.
Organization Role
This position reports directly to the Senior Vice President, Chief Marketing and Strategy Officer. It has no direct, ongoing supervisory responsibility. This position requires interaction with other departments across the organization as well as the Executive Leadership Team.
Job Scope
This position works closely with the SVP, Chief Marketing and Strategy Officer, AVP of Marketing Operations, Executive Director, Events and Conferences and other Marketing Leadership Team members to provide or secure administrative management or support services that may be required to accomplish the work of the Department. This can include confidential matters of The College, and/or the Marketing and Strategy Department, and requires the highest degree of discretion. This position does not carry direct ongoing revenue or cost management responsibilities but directly contributes to the efficiency and quality of Marketing and Strategy Department processes, specifically around operations, meeting organization, and administrative workflow. Assignments are often unstructured and require the individual to analyze situations, plan work methods and organize the necessary resources to complete work in a timely manner.
Essential Duties:
Budget Management
Execute all Purchase Orders for the Department, working closely with Finance and key stakeholders within Marketing and Strategy for input
Oversee and execute most vendor contracts and ensure all freelancers and contractors have proper consulting agreements in place
College Promotional Material and Conference Management
Leverage the Conference Calendar to proactively reach out to internal stakeholders and confirm needs at booth or onsite at the event
Handle all printing, packing, shipping, and tracking of Conference booth materials, working closely on coordination with the Marketing Manager. This will require the individual to come into The College campus 1-2 days per week for packing and shipping
Executive Administrative Support
Provide executive-level support to the Chief Marketing and Strategy Officer in areas such as strategic decision-making, calendar management, and meeting coordination
Assist with research, pre-meeting preparation, and proactive decision support for senior team leaders
Manage time-sensitive, confidential projects and correspondence, requiring strong attention to detail and judgment
Collaborate with internal and external stakeholders to resolve issues in a timely and professional manner
Help edit and review internal and external communications, Board reports, and Strategy documents, as well as other deliverables as needed
Book and handle all travel for the Chief Marketing and Strategy Officer
Departmental Administrative Support
Answer and navigate incoming calls to the Marketing and Strategy department
Manage incoming internal requests to the Marketing Request inbox, and work with the Operations team to properly respond to and act on requests
Coordinate and oversee several internal (educational program promo code submissions) and external workflows (virtual event registration and continuing education submissions)
Department Reporting
Assist with department operational reporting, campaign reporting, and key initiative debriefs
Work with Marketing Leadership Team members to create Opportunity Briefs on campaign results and Executive Summaries to facilitate discussion in Marketing and Strategy Leadership meetings
A two-year college degree or business level equivalent is required
3-5 years of executive assistant and/or administrative experience working with departments of various sizes required; experience working with senior level executives preferred
Excellent communication (oral and writing) and interpersonal skills to work effectively with internal and external stakeholders
Ability to deal appropriately with confidential and sensitive information
Good organization, problem-solving and time management skills
Proficiency in the Microsoft Office or Google suite, to include Excel/Sheets, Word/Docs, PowerPoint/Slides
Good problem-solving, attention to detail, and ability to manage multiple priorities
Ability to sit or stand for extended time periods
Ability to lift and carry up to 20 lbs.
The College provides an award-winning culture and offers a competitive total compensation package that includes:
Lucrative Time Off (25-40 Days PTO, Paid Family Medical Leave, 11 Paid Holidays)
Retirement Savings Plan with Supplemental Contribution and Match
Tuition Remission and Reimbursement
Medical, Dental, Vision, and Wellness Benefits
Company-paid Short Term and Long-Term Disability
Flexible, hybrid, and remote work schedules
The target hiring range is $58,500.00- $70,000.00
***The salary of the candidate selected for this role will be based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The hiring range represents The College’s good faith and reasonable estimate of possible compensation at the time of posting. Applications for this opening will be accepted through July 11, 2025.
In policy and practice, we encourage diversity and provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job. We are committed to maintaining a welcoming and inclusive environment.
The American College of Financial Services is an E-Verify Employer.
Show more
Title: Administrative Assistant (Part-time)
Company: AgeUp, Inc
Location: Redwood City, CA
