Administrative Assistant

Position Summary

BEAM Circular is seeking a proactive and highly organized Administrative Associate to support our mission of advancing the circular bioeconomy. In this role, you will be key to enhancing team efficiency and ensuring a positive and productive environment for BEAM employees and partners by managing essential operations and office administration. You will report directly to the Director of Finance and Operations, and provide cross-functional support to the organization's executive team including the Chief Executive Officer and Chief Operating Officer.

Essential Functions, Duties, and Responsibilities

• Manage complex calendars, scheduling meetings and resolving conflicts on behalf of the Chief Executive Officer and Chief Operating Officer
• Prepare correspondence, reports, presentations, and meeting materials as requested
• Prepare agenda and meeting packets for board of director meetings
• Support the executive team with special projects to contribute to organizational growth
• Manage and coordinate in-person meeting logistics on behalf of the Chief Executive Officer, including scheduling, venue setup, food coordination, and other necessary resources to ensure smooth and efficient execution
• Capture and disseminate meeting and event notes as requested
• Office Management
• Manage office operations and procedures to ensure organizational effectiveness and efficiency
• Coordinate logistics for major events hosted in the office, including overseeing supplies and furniture set-up, audio visual needs, food and beverage procurement, and printed materials preparation
• Warmly greet and assist office guests, ensuring they feel welcomed and comfortable during their visit
• Maintain office supplies inventory and order necessary items when needed
• Manage office facilities and vendors, including cleaning, maintenance, repairs, and equipment upkeep
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail
• Implement and maintain office policies and procedures to ensure compliance with company standards and regulations
• Maintain office calendars
• Provide general office and administrative support based on needs of the organization
• General Operations Support
• May assist with Human Resources and staff recruitment processes, including posting jobs, coordinating interview meetings and debriefs, and coordinating pre-hire activities
• Facilitate a smooth onboarding process for incoming employees. This includes ensuring that space, IT hardware, and software provisioning are organized by the employee start date
• Aid in the provisioning and administration of IT equipment (e.g., computers, monitors, etc.) and company software solutions (e.g., Google Suite, Zoom, etc.)
• Coordinate logistics for team meetings, staff trainings, and other special staff events
• Oversee other administrative duties based on needs of the Finance and Operations Department
• General BEAM Circular Team Collaboration
• As a member of the BEAM Circular team, participate in miscellaneous projects and event support, as requested, to support the BEAM Circular mission
• Upon request, support & advise the BEAM Circular leadership team with planning and execution of team development & planning activities, offsites & strategic planning sessions
• Serve as a positive and professional representative of BEAM Circular in correspondence and interactions with external partners and community members
• May drive on company business
• Comply with all BEAM Circular policies and procedures, including but not limited to workplace safety, reporting work-related injuries, Infection Control, and preventing potential safety risks for staff, clients, and others

Requirements

• Education: Minimum Associate's degree preferred
• Experience: At least two years of office management and administrative support experience preferred
• Knowledge, Skills, and Abilities:
• Excellent time-management and multitasking abilities
• Demonstrated ability to communicate and collaborate efficiently with cross-functional teams
• Excellent written and verbal communication skills
• Exceptional attention to detail
• Strong organizational and problem-solving skills, enabling the prioritization of tasks, the management of multiple projects, and the development of creative solutions for sound decision-making
• High level of discretion and professionalism
• Exhibit cultural sensitivity and the ability to work with diverse groups of people
• Proficiency in Google Suite (Gmail, Sheets, Docs, Drive) or similar productivity software and Zoom

Benefits

• Pay based on experience. $26.44-$32.69/hour, with a competitive benefit package
• A collaborative and mission-driven work environment, with the opportunity to positively impact local communities and support global innovation in the circular bioeconomy
• This position is based in Modesto, CA. A hybrid work arrangement is permitted as needed, with in-office days being Tuesday, Wednesday, and Thursday and the option to work from home on most Mondays and Fridays
• This position must be available to work from the office on certain Mondays and Fridays for special events, meetings, or deliveries
• Annual professional development funding and training opportunities