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Office Assistant

Employer
Partnership on AI
Location
San Francisco, CA
Salary
Competitive plus benefits
Closing date
Oct 4, 2019

View more

Focus Areas
Science / Technology
Job Function
Administrative / Clerical
Position Type
Full Time
Experience Level
Administrative

PAI seeks an Office Assistant with excellent administrative and office support skills. The Office Assistant reports to the Operations Manager.

Responsibilities include:

Office Management:

  • Maintain a weekly cadence of ordering and stocking supplies (pantry, office equipment), anticipating the needs of staff. Accurately coding supply costs to Expensify or other internal tracking system
  • Liaise with landlord and building staff to schedule and monitor repairs, cleaning and maintenance issues
  • Maintain an inventory of all PAI equipment, furniture and assets
  • Issue key cards, laptops and other equipment to onboard new staff
  • Research and liaise with vendors
  • Manage office sub-tenants and sublessors

Information Technology:

  • Manage and troubleshoot organization’s GSuite and other software applications, including video conferencing
  • Troubleshoot IT issues; liaise with PAI’s technology consultant; ensure that all equipment is functioning appropriately
  • Monitor and evaluate office software solutions
  • Support organizational filing and record-keeping

Administrative Support:

  • Provide back-up support to executive assistants
  • Assist with event planning and logistics coordination, including for board meetings and team building social and community events
  • Assist with scheduling of interviews with job candidates and scheduling across the organization
  • Answer company phone and serve as front office support staff (receiving visitors, offering refreshments and advising staff of arrivals
  • Support office shipping needs by maintaining supplies and physically packaging, accepting, dropping off and receiving shipments. 
  • Triage requests from staff for operational support using Asana ticketing system
  • Assist with expense reports and some finance-related tasks
  • Ensure that public room (conference, phone, etc.) schedules are displayed accurately

Minimum Qualifications:

  • Previous experience (5+ years preferred) in an administrative role
  • Expertise in working with Microsoft Office, GSuite, and Zoom; familiarity with Asana, Slack, and Adobe; experience in troubleshooting IT issues and challenges
  • Uphold a strict level of confidentiality
  • Ability to work both independently and within a team
  • Strong written and verbal communication skills
  • Desire to excel in an administrative role, with great attention to detail

Additional Information:

  • PAI offers a generous paid leave and benefits package, including: Twenty vacation days, three personal reflection days, sick leave and family leave above industry standards, high-quality PPO and HMO health insurance plans, many 100% covered by PAI, Dental and vision insurance 100% covered by PAI, up to a 7% 401K match, vested immediately, pre-tax commuter benefits (Clipper), automatic cell phone reimbursement ($75/month), up to $1,000 in professional development funds annually, team lunches & reading days, opportunities to attend AI related conferences and events and to collaborate with our 90+ partners across industry, academia and civil society. Please refer to our careers page for an updated list of benefits.
  • Applicants must be authorized to work in the United States; we do not sponsor applicants for work visas for this position at this time.
  • PAI is headquartered in San Francisco, with a global membership base and scope. The role will be located in San Francisco and will report to the Operations Manager.

PAI is proud to be an equal opportunity employer.  We celebrate diversity and we are committed to creating an inclusive environment in all aspects of employment, including recruiting, hiring, promoting, training, education assistance, social and recreational programs, compensation, benefits, transfers, discipline, and all privileges and conditions of employment.  Employment decisions at PAI are based on business needs, job requirements, and individual qualifications.

PAI will consider for employment qualified applicants with criminal histories, in a manner consistent with the San Francisco Fair Chance Ordinance or similar laws.

The Partnership on AI may become subject to certain governmental recordkeeping and

reporting requirements for the administration of civil rights laws and regulations. We also track diversity in our workforce for the purpose of improving over time. In order to comply with these goals, the Partnership on AI invites employees to voluntarily self-identify their gender and race/ethnicity. Submission of this information is voluntary and refusal to provide it will not jeopardize or adversely affect employment or any consideration you may receive for employment or advancement.  The information obtained will be kept confidential. 

To apply please submit a cover letter and resume by September 6, 2019.

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