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

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: resume@stillwatersci.com
  • 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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