Office Administrator
Berkeley, CA
Stillwater Sciences seeks a highly-motivated, take-charge Office Administrator to help coordinate day-to-day operations for our 30-person Berkeley office, which is also our corporate headquarters. This position is a full-time, Monday–Friday, 8:30 AM–5 PM set schedule. This position is the primary point of contact and representative for all employees and vendors. Stillwater seeks someone who appreciates doing a job well and values employee morale by fostering a fun and comfortable workspace.
The ideal candidate will:
- Excel at juggling multiple priorities and deadlines
- Thrive in a fast-paced environment with constantly changing job duties within a loose hierarchy
- Find enjoyment and connection working with an academically-minded group of scientists who are passionate about what they do
- Be a Jack-of-all-trades where no job is too big or too small
- Be a creative problem-solver who takes initiative on projects and follows them to completion
- Have a positive attitude
- Be able to remain calm amid shifting deadlines and reprioritize tasks accordingly
- Be able to “read the room” and act on changing needs of employees
- Enjoy planning and executing fun events: we love to take breaks from work and enjoy each other’s company
The ideal candidate will possess:
- A can-do, service-oriented attitude
- A healthy dose of confidence, initiative, creativity, and drive
- Superb time management skills
- Exceptional organizational skills and communication skills (both verbal and written)
Duties include but are not limited to:
- Front desk related duties – greet visitors, answer and direct phone calls, web-conferencing (Teams and Zoom), mail distribution, business-related errands, and supply ordering
- Working with employees in other offices and providing company-wide support
- Maintain common areas (kitchen, copy room, conference rooms), office equipment, printers and computers
- Data entry, filing, and project assistance
- Report formatting/editing, including Microsoft Office and Adobe Acrobat (PDF) support
- Plan, coordinate, and breakdown company functions and office morale events (from large all-staff gatherings to intimate happy hours)
- Book and coordinate marketing and project-related travel for employees
- Arrange courier services and shipping (mainly FedEx and UPS)
- Conduct scientific literature and database searches
- Stock office supplies and general office upkeep and organization, staff support, and vendor relations
- Post documents to our Intranet/Sharepoint
- Provide focused support to the President & CEO
- Provide as needed support to Accounting, Human Resources, Marketing, and Information Technology departments
Required qualifications include:
- Proven organizational skills with the ability to effectively multi-task
- Strong attention to detail and follow-through
- Strong interpersonal communication skills, both verbal and written
- High school diploma or equivalent work experience (Bachelor’s degree preferred)
- Willingness to assist in both administrative and technical arenas
- Confidence to interact with all levels of staff, agency representatives, and vendors in a professional and courteous manner
- Advanced Microsoft Office (Word, Excel, Access and Outlook)
- Experience with Adobe Acrobat
- Ability and motivation to use creativity and logic in dealing with a broad range of situations
- Versatility to work both independently and collaboratively
- Personal integrity and sound judgment, especially when working with confidential information
- Have a clean driving record and active driver’s license – having a car of your own will be very helpful