Administrative Assistant - On-Site

Administrative Assistant

KAI Partners, Inc. (KAIP) is currently seeking an Administrative Assistant who is responsible for creating a professional and welcoming environment. This role manages all incoming communications, including phone calls and mail, while also maintaining efficient office operations through comprehensive filing, office upkeep, and proactive problem‑solving. By anticipating needs and consistently communicating, the assistant ensures a high level of customer satisfaction and a smoothly running office.

• Greeting and directing visitors; providing general company information, ensuring a welcoming and professional front‑office environment.
• Receiving, sorting, and distributing incoming mail and packages; preparing and sending outgoing correspondence.
• Monitor department‑level email inboxes and route emails to the proper person.
• Scanning, organizing, and maintaining both digital and hard copy filing systems; ensuring accuracy, version control, and compliance with document retention policies.
• Coordinating travel arrangements and supporting event logistics for staff and leadership teams.
• Coordinating and arranging meetings, including scheduling, preparing agendas, assembling materials, taking minutes, and following up on action items; reserving conference rooms and ensuring technology setup.
• Maintaining office supply inventory; forecasting needs, tracking orders, managing vendor relationships, and reconciling related invoices.
• Overseeing general office maintenance and appearance; coordinating with building management, vendors, and IT for repairs and facility support.
• Assisting with onboarding of new staff, setting up and shipping workstations, preparing orientation materials, scheduling training sessions, and ensuring smooth transitions for new hires.
• Handling confidential and sensitive information with discretion, maintaining compliance with HR and data privacy standards.
• Participating in special projects such as policy updates, office moves, event planning, or process improvement initiatives.
• Data entry and word processing.
• Assist in timesheet collection and filing.
• Perform other duties, as assigned.

• Strong written and verbal communication skills.
• Excellent organizational and problem‑solving abilities.
• Ability to manage multiple priorities and deadlines independently.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital communication platforms (CMS, CRM, intranet).
• Initiative, flexibility, and willingness to learn new skills.

• Associate's degree (A.A.) or equivalent from a two‑year college or technical school; or a minimum of one year of related experience and/or training; or equivalent combination of education and experience.

$22/hr - $28/hr

Must be able to provide proof of education for all mandatory qualifications; all references will be verified.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

KAI Partners, Inc. is a Northern California‑based small business that offers world‑class management consulting and technology services to public and private sector clients on a variety of large‑scale projects. The KAI Partners team has over 100 years of combined executive‑level experience in information system design, development, implementation, and testing. Our clients benefit from our proven program management, project management, and oversight, program portfolio management, Agile services, organizational change management, training, enterprise architecture, managed IT service, and IT security support.