Administrative Assistant

Elizabeth

F. Gamble Garden is seeking a detail-oriented and organized Administrative Assistant to support daily operations in our mission-driven nonprofit.

This role is ideal for someone who enjoys systems, accuracy, and behind-the-scenes coordination. You’ll work closely with the Office Manager and staff team to ensure smooth operations across membership, volunteer support, events, and administrative systems.

If you take pride in keeping things organized, enjoy improving processes, and like contributing to a collaborative, community-centered environment, this may be a great fit.

Elizabeth

F. Gamble Garden is a 501(c)(3) nonprofit historic home and 2.5-acre public garden in Old Palo Alto. We provide free public access to the garden and offer educational classes, events, facility rentals, and a vibrant volunteer program. Our work is supported by a small professional staff, an engaged board, and a dedicated volunteer community.

• Maintain accurate database records, create reports, and support data integrity
• Manage administrative functions of the membership program and maintain up-to-date member records
• Receive, track, and route volunteer inquiries
• Support registration tracking and on-site coordination for classes and events
• Provide administrative support for facility rentals, including documentation, payment processing, and calendar coordination
• Draft and refine written communications and internal documents
• Build and maintain digital forms and workflows (Google Forms, Adobe Acrobat, Square)
• Help streamline and improve internal operational procedures
• Maintain organized electronic and physical filing systems

• At least two years of related administrative or operational experience (Associate’s degree or equivalent experience preferred)
• Strong organizational skills and ability to manage competing priorities
• Proficiency in Google Workspace and Microsoft 365
• Comfort learning new systems and working with CRM/database tools
• Clear, professional written and verbal communication skills
• Ability to work independently while collaborating effectively with staff and volunteers

Experience with donor databases, CRM systems, or workflow integrations is a plus.

Part‑time (20–25 hours per week), on‑site. Flexible scheduling within 9:00 a.m.–5:00 p.m., at least three days per week.

• $22–$27 per hour
• 11 paid holidays
• Up to 3 weeks of accumulated PTO
• Work alongside a genuinely kind, collaborative team in one of the most beautiful garden settings in the Bay Area

Apply here. Applications will be reviewed on a rolling basis with the goal of filling the position as soon as possible. The hiring process includes 2–3 interviews and a short onsite exercise. Three professional references will be requested.

Elizabeth

F. Gamble Garden is an Equal Opportunity Employer.