Office Administrator

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
How to apply

Due to the collaborative nature of our work, Stillwater Sciences employees have been strongly encouraged to be vaccinated, and we have a very high rate of vaccination within the company. Given recent executive orders from the Biden Administration and as a company that is a Federal contractor, we will require all employees to be fully vaccinated by early December 2021.

Compensation and Application Details:

  • Full-time position with competitive compensation package including Paid Time Off, a 401(k) plan, full health and dental care after 3 months and an Employee Stock Ownership Plan after entry criteria are met
  • The salary range is $18$24/hour, depending on education and experience
  • Please send a cover letter describing experience (including your requested salary range), with a resume in MS Word or PDF format to:
  • Include “Berkeley Office Admin Position” in the subject line
  • Resumes without a cover letter will not be considered
  • Position will remain open until filled
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