Receptionist/Administrative Assistant

San Francisco, CA

Job Title: Receptionist/Administrative Assistant

Department: Operations

Reports to: Director, Operations

Exempt/ Non Exempt: Non-Exempt

Function: Provide reception services and administrative assistance. Full time, in-office role.


Duties and Responsibilities:

  • Reception: answer phones, greet visitors, make coffee, and sign for packages.
  • Provide support for business meetings including preparation of room, catering arrangements and document collation.
  • Create labels for mass mailings, prepare packages and envelopes for express mail, distribute incoming mail.
  • Order and distribute all office and kitchen supplies.
  • Liaise with building management to provide employee identification cards, janitorial service requests, loading dock reservations, security and disaster preparedness.
  • Reconcile office expense invoices, prepare expense reports and reconcile petty cash.
  • Oversee the organization of the storage room and arrange for offsite storage.
  • Organize catering and decorations for employee birthday parties and lunches.
  • Update shared calendars and contacts in system.
  • Create and update Excel spreadsheets.
  • Assist with various tasks related to event planning, meetings and other tasks as needed.
  • Assist the Operations Department with the monthly billing process, data input and reconciliations.
  • Tidy the kitchen area on a daily basis.
  • Contact vendors for service and repair of office and HVAC equipment.


Preferred Qualifications and Skills:

  • Bachelor’s degree.
  • 2+ years office experience.
  •   Proficient in use of Microsoft Office Suite programs including Excel and Word with basic knowledge of PowerPoint.
  • Pleasant personality.
  • Customer service orientation.
  • Keen attention to detail.
  • Strong communications and project management skills.
  • Ability to demonstrate poise, tact and diplomacy under pressure.
  • Adaptable to changing plans and priorities.



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