Office Administrator
Office Administrator
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Job Description
Stillwater Sciences seeks a highly organized reliable Office Administrator to coordinate daytoday operations in our corporate headquarters located in Berkeley. This position is fulltime 40 hours a week) working 5 days/week in office and is the face of the office for all employees clients and vendors. Attention to detail organization followthrough and reliability are key elements to be successful in this role.
The ideal candidate will:
- Be a superstar at managing multiple priorities and deadlines and pivot seamlessly when priorities change.
- Successfully collaborate with colleagues across Stillwater offices and project teams.
- Have impeccable attention to detail.
- Proactively assist colleagues at all levels from entrylevel to CSuite no job is too big or too small.
- Take initiative on projects and demonstrate detailed follow through on all tasks.
- Bring problemsolving skills and a positive attitude to all tasks.
- Be able to read the room and act on changing needs.
- Have exceptional time management and organizational skills.
- Demonstrate strong interpersonal communication skills both verbal and written.
- Professionally interact with all levels of staff agency representatives and vendors.
- Apply lessons learned to future tasks and challenges.
- Be willing to and adept at learning new software and tools.
- Have personal integrity and judgment especially when working with confidential information.
- Always prioritize safety.
Duties include but are not limited to:
- Front desk coordination greet visitors answer and direct inquiries email and phone calls mail/package distribution businessrelated errands.
- Provide logistical support for staff including booking and picking up rental cars (a short walk from the office) making lodging arrangements booking flights etc.
- Administrative support (e.g. data entry filing scheduling) including use of Microsoft Word Excel PowerPoint Teams and Adobe Acrobat (PDF).
- Invoicing and billing for company expenses (hotels/travel) credit card reconciliation.
- Maintenance and organization of common areas (kitchen conference room storage room etc..
- Provide ad hoc support to CEO; assist with preparation for Board and other executivelevel meetings.
- Purchasing and keeping inventory of office supplies and equipment including stocking coffee/tea/etc.
- Arranging shipping (FedEx and UPS).
- Work collaboratively with staff including Office Administrators from other offices. Provide backup support and assist offices without onsite Office Administrators.
- Manage office morale budget; plan coordinate and setup/breakdown company functions and office morale events.
- Coordinate staff meeting agendas PowerPoint slide compilation and presentation.
- Support with meeting scheduling conference room reservation management.
- of safety procedures and protocols in case of emergencies for staff in the field and in the office.
Required qualifications include:
- High school diploma or equivalent work experience (Bachelors degree preferred).
- Exposure to or experience in an environmental organization/consulting firm is a plus.
- Advanced Microsoft Office Suite (Word Excel PowerPoint Teams and Outlook) skills.
- Experience with Adobe Acrobat.
- An active drivers license or ability to get a drivers license.
- Ability to use personal vehicle for business errands (mileage reimbursed).
- Able to remain in a stationary position more than 50 of the time.
- Able to move equipment weighing up to 25 pounds.
Position details:
- The salary is commensurate with qualifications and experience and is in the $26$31/hour range.
- Fulltime nonexempt position with a competitive compensation package including Paid Time Off a 401(k) plan full health and dental care employee ownership under our Employee Stock Ownership Program (after entry criteria are met) and paid professional development.
- Please provide a 1page cover letter and 1page resume describing experience (resumes without a cover letter will not be considered).
- Electronic submissions must be submitted through the website submission portal. Only online applications will be considered.
- Position will remain open until filled.
Interview Process:
Phone Screen 15 Minutes)
Video Interview 30 Minutes)
Data entry/skills Assessment 15 Minutes Remote)
Inperson Interview 60 Minutes)
*Possible followup Interview
Reference Check
Offer
About Stillwater Sciences:
Stillwater Sciences is proud to be an equal opportunity employer. All qualified applicants receive consideration for employment without regard to protected characteristics including race color national origin religion age sex gender identity disability or veteran status. Stillwater is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request accommodation to participate in the application or interview process please contact
Required Experience:
Unclear Seniority
Employment Type
Full-Time
