Intake Coordinator/Executive Assistant

Avalon College Advising, Intake Coordinator/Executive Assistant, Menlo Park

About Avalon College Advising (

The Role

As Avalon’s Intake Coordinator/Executive Assistant you will provide superb executive assistance

support to the Director, ensure the smooth running of the office and have an important role in

building Avalon’s community. Avalon’s busy season is August through December.


Take initiative in providing day-to-day administrative support to the office is organized and

consultants are always well prepared for meetings, including, but not limited to:

• Be the go-to persona and main point of contact for all office needs.

• Calendar management and setting appointments.

• Manage meeting logistics. (space, technical requirements, support, supplies, agendas, invitations, etc.) Interface with vendors and suppliers.

• Order office supplies, ensure the office is properly stocked of all provisions/supplies. You will be proactive in making sure that everyone on the team has the tools and support to work productively.

• Prepare for the onboarding of new team members.

• Assist with finalizing and refining presentations and other documents.

• Organize and maintain electronic and hard-copy files.

• Plan, coordinate and manage company meetings and events.

• Provide timely (24 hour) response to phone, email, online and visitor inquiries.

• Compose, format, prepare and distribute routine communications and materials using our CRM, social media, etc.

• Create and run queries, reports, and exports from the database..

• Manage voicemail as needed.

• Ensure the office and conference room are adequately prepared

• Assist with printing and binding of client materials.

• Scan various documents and electronically file as appropriate.

• Pre-populate various forms and documents.

• Other duties as assigned.

Preferred Requirements

• Demonstrated success in following through and completing routine tasks.

• Strong organizational skills (verbal and written); ability to multi-task and organize a multitude of meetings.

• Strong attention to detail.

• Excellent customer service and interpersonal skills.

• Ability to professionally communicate with clients and prospects.

• Strong computer skills and work productivity/sharing tools (G Suite (including Google Folders), DropBox, etc.).

• Proficiency in Excel, PowerPoint, Word; familiarity with Mac products a plus.

• Ability to apply common sense understanding and to carry out instructions, furnished in written or oral form.

• Ability to demonstrate a calm demeanor and peaceful confidence under pressure and in high-stress situations.

• Available for occasional evening and weekend functions.

• Basic account payable skills and experience using QuickBooks Online.

• Ability to use basic office equipment.

• College graduate.

Important to Your Success

• Willingness to try and learn new SaaS, processes, and procedures.

• Ability to problem solve, ask for assistance and accept failure.

• Ability to self-start and proactively identify projects, areas for support and a better way of doing things as this company grows.

• Ability to ascertain which people may need immediate assistance and to act accordingly.

Physical Requirements and Work Environment

• Regularly sit, talk, hear, and to visually intercept visitors. Regularly uses close and distance vision.

• Works in a sometimes stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts

• Works at desk and computer screen for extended periods of time.

• Turns, bends, reaches and may occasionally use a ladder; ability to lift up to 30 lbs. and regularly lift up to 15 lbs.

• Works in a traditional climate controlled office environment.

The Basics

This is a part-time role, 20 hours/week.

About Avalon College Advising (

College admissions expert Jennifer Williams Taylor founded Avalon College Advising to provide

strategic guidance on every step of the college admissions process. A former Stanford

admissions reader and admission director at Santa Clara University, Jennifer aims to provide

transparency to this sometimes complicated process of college planning, essay writing, and talent

framing. We believe in honoring each student’s distinctive aspirations, inspirations, and

experiences. (Jennifer’s bio:

We care deeply about each student. We offer a structured approach to help students assess their

individual strengths, weaknesses, and competencies. Avalon complements high school

counselors by providing that extra attention, directed guidance and individualized support. Every

extra bit of attention on the college application goes a long way.

Since Jennifer launched Avalon, she has consulted with hundreds of families. Avalon’s hub and

where students are advised is conveniently located in the downtown Menlo Park office on Oak

Grove Avenue.

How to Apply

If this sounds like a great fit for you, please send a cover letter and resume

to and cc: