Administrative Assistant

Exponent Inc. • Philadelphia, PA

3d • $55,000 - $80,000 • Onsite

About The Position

Exponent is seeking an Administrative Assistant 2 to join its Philadelphia, Pennsylvania office. This in-person, client-facing role is part of a collaborative administrative team that provides day-to-day support to consultants and corporate staff, as well as general office and laboratory administrative support. The role is a key point of contact for clients, visitors, consultants, and colleagues and requires professionalism, sound judgment, and a welcoming presence. The ideal candidate is reliable, organized, detail-oriented, eager to learn, and able to manage multiple priorities in a fast-paced environment.

The position supports general office operations, laboratory documentation, and consultant and project administration. It includes coordinating reception and visitor services, shipments, supplies, meetings, office services, safety activities, and employee events; organizing laboratory procedures and compliance documentation; and managing project setup, documentation, calendars, travel, expenses, purchasing support, and communications. The role also uses AI-enabled tools to improve administrative workflows and document quality, while ensuring outputs are accurate, confidential, and consistent with company standards.

Selected candidates will be asked to complete an editorial assessment in Microsoft Word before a potential formal interview. The stated salary range is USD $55,000 to $80,000 per year. Exponent describes its workplace as collaborative and multidisciplinary, and says it offers programs and resources supporting health and well-being, competitive benefits, and compensation and recognition programs. Specific benefits are available through the company’s Life@Exponent page.

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.
• Eager 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 with AI-enabled tools to enhance productivity, improve work quality, and support business operations.
• Understanding of AI tools’ capabilities, limitations, and risks, with critical thinking to 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 lbs.

Nice To Haves

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

Responsibilities

• Provide front-desk coverage, greet visitors, coordinate building access, and support visitor registration and badging.
• Manage incoming and outgoing mail, FedEx and UPS shipments, courier requests, receiving, and coordination of oversized or special deliveries.
• Maintain office supplies 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; support review workflows and track staff training sign-offs.
• Initiate and manage project setup in internal systems, including running conflict checks and coordinating 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.
• Respond to and anticipate consultant needs by providing timely administrative support, including 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; work with the manager to identify and implement practical solutions while maintaining accuracy, confidentiality, and compliance with company standards.
• Evaluate AI-generated outputs using sound judgment and domain expertise to ensure accuracy, reliability, and alignment with business standards and requirements.

Benefits

• The company describes providing programs and resources to support health and well-being.
• The company describes offering competitive benefits and compensation and recognition programs; specific benefits are listed on its Life@Exponent page.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level