Administrative Assistant

Exponent•Philadelphia, PA

1d•Onsite

About The Position

Exponent is seeking an Administrative Assistant 2 to join its Philadelphia, Pennsylvania office. The role provides day-to-day administrative support to consultants and corporate staff, as well as general office and laboratory administrative support. This is an in-person, client-facing position and a key point of contact for clients, visitors, consultants, and colleagues. The successful candidate will be professional, welcoming, organized, detail-oriented, reliable, adaptable, and able to manage multiple priorities in a fast-paced environment. Candidates selected for screening will be asked to complete an editorial assessment using Microsoft Word before a potential formal interview. The position supports office operations, laboratory documentation, project administration, communications, calendars, meetings, travel, expenses, purchasing, and accounts receivable follow-up. It also involves using AI-enabled tools to improve administrative processes and document quality while verifying outputs for accuracy, confidentiality, and compliance with company standards.

Requirements

At least 3 years of administrative experience supporting teams and staff.
Strong attention to detail and ability to manage multiple priorities.
Proactive and adaptable, with the ability to anticipate needs in a fast-paced environment.
Strong written and verbal communication skills, including editing and proofreading.
Willingness and ability to learn and quickly adopt new systems and processes.
Ability to prioritize, meet tight deadlines, and collaborate effectively across teams.
Discretion, sound judgment, and professionalism when handling sensitive information.
Experience using AI-enabled tools to enhance productivity, improve work quality, and support business operations.
Understanding of AI tools' capabilities, limitations, and risks, and ability to critically verify outputs and determine appropriate use cases.
Proficiency in Microsoft 365, including Word, Outlook, Excel, PowerPoint, Teams, and Copilot.
Ability to lift, push, and pull up to 20 pounds.

Nice To Haves

Bachelor’s degree preferred.
Professional services or law firm experience.
Familiarity with PolicyTech or a comparable document-management system.
Familiarity with Deltek Vantagepoint.

Responsibilities

Provide front-desk coverage, greet visitors, coordinate building access, and support visitor registration and badging.
Manage incoming and outgoing mail, shipments, courier requests, and receiving, including oversized or special deliveries.
Maintain the office and coordinate orders with vendors and internal teams.
Keep reception, supply and copy rooms, conference rooms, and pantry areas organized and professional.
Coordinate conference rooms and support onsite meetings, interviews, user studies, and events, including room setup, technology coordination, catering, and cleanup.
Coordinate office equipment service and repair requests and assist with local IT, facilities, safety, and building-management needs.
Support office safety and compliance activities by maintaining administrative checklists, coordinating recurring inspections and drills, and keeping local procedures and office resources current.
Support employee events, engagement activities, and day-to-day hospitality.
Organize laboratory SOPs, policy manuals, and compliance documentation in PolicyTech, including review workflows and staff training sign-off tracking.
Initiate and manage project setup in internal systems, run conflict checks, and coordinate project access.
Prepare retention letters, statements of work, and related project documentation.
Edit documents and reports for formatting, grammar, spelling, and clarity.
Organize project materials and maintain accurate project, document, and administrative records.
Support purchasing requests and accounts receivable follow-up.
Coordinate and manage calendars, meetings, and travel logistics.
Prepare expense reports and support credit-card reconciliation activities.
Provide timely administrative support to consultants, including responding to and anticipating their needs and handling ad hoc requests.
Serve as a professional point of contact for clients, visitors, vendors, and consultants, ensuring clear, timely, and accurate communication.
Maintain compliance with company policies across project setup and documentation.
Use AI-enabled tools to enhance administrative processes, improve document quality, and streamline workflows.
Partner with the manager to identify and implement practical solutions while maintaining accuracy, confidentiality, and adherence to company standards.
Evaluate AI-generated outputs using judgment and expertise to ensure work products are accurate, reliable, and aligned with business standards and requirements.