Administrative Assistant

Job Type

Full Time


Minimum: $35,000.00
Maximum: $40,000.00
Details: This is a 35 hour/week salaried position ranging from $35,000- $40,000.



Application Deadline:



1501 Grove Street
San Francisco
United States


Founded in 1974, Pacific Primary is a nonprofit preschool, located in the Western Addition neighborhood of San Francisco. Pacific Primary’s central mission is to spark a passion in children for a lifelong love of learning, caring and creating. We believe that by focusing on the whole child, fostering a strong diverse community, supporting working parents and outstanding staff, and providing a dynamic curriculum, we are building a foundation for socially responsible children. Pacific Primary has two campuses, the Yellow Sun School (YSS) and the Orange Sun School (OSS) that serves 155 students and employs 48 staff.

Pacific Primary is seeking to hire an experienced, reliable, and detail-oriented Administrative Assistant for 35 hours per week. This position will provide support in the following areas:

General Administrative and Office support:

·      Answer the main phone line and direct calls

·      Collect and distribute mail

·      Support directors, staff and parents with various tasks as needed

·      Assist with meetings and events including scheduling, ordering lunches, and setting up meeting space

·      Assist with data entry, office filing, organization, and off-site storage management

I.T. support:

·      Troubleshoot basic computer issues and communicate with external I.T. company 

·      Manage and update Pacific Primary’s website (WordPress) and wiki site (SchoolPages)

Staff and HR support:  

·      Assist staff with general questions and troubleshooting

·      Assist with human resource tasks (i.e. monitoring staff teacher permits, ensure staff licensing requirements are current, track staff immunizations, ensure employee files are complete)

·      Manage/update personnel database

·      Manage staff parking permits

·      Manage substitute list and calendar

·      Provide daily 20-minute break to front desk staff

Program support:

·      Coordinate summer volunteer and assistant program

·      Maintain Preschool for All database and ensure all reporting requirements are met

·      Generate annual school calendars

·      Track student immunizations

Fundraising/ special event support:

·      Coordinate mass mailings and emails

·      Record donations and generate donor acknowledgement letters

·      Provide support for special events as needed (reserve permits, create sign-up lists, send invitations, order supplies, etc.)

Site support:

·      Coordinate repairs which may include finding contractors, securing bids and communicating with directors about repair needs, timelines, and costs

·      Schedule and manage annual site visits (i.e. fire alarm, backflow testing, fire extinguishers)

·      Ensure security cameras are functioning and retrieve footage as requested

·      Place general weekly supply orders

·      Light maintenance work such as changing light bulbs, restocking supplies, assembling small equipment as needed

·      Update maintenance and vendor list

Required Attributes:

1.    Excellent attention to detail and strong organizational skills

2.    Ability to take initiative and problem solve

3.    Strong computer skills including proficiency with both Mac and PCs, Microsoft Office, and Google Apps. WordPress experience a plus

4.    Flexible with the ability to independently multi-task and prioritize tasks by level of importance and deadlines


1.    3-5 years administrative experience

2.    Associate degree required, Bachelor degree preferred

3.    Criminal background check required


Pacific Primary is a year-round school that offers a flexible work environment, medical benefits, and ample paid time off in addition to winter break, spring break and national holidays.

Level of Language Proficiency


Professional Level


Minimum Education Required

2-year degree

How To Apply

We will begin reviewing applications Monday, May 21st. Interested applicants should email a resume and cover letter to with the subject line “Administrative Assistant Position.” To help us better evaluate candidates, please explain why you feel you are a good fit for this position and share a past work-related accomplishment that demonstrates your problem-solving skills and/or ability to take initiative. Applicants who do not follow these instructions will not be considered.