Administrative Assistant

BEAM Circular • Modesto, CA

10d • $26 - $33 • Hybrid

About The Position

BEAM Circular is seeking a proactive and highly organized Administrative Associate to support our mission of advancing the circular bioeconomy. In this role, you will be key to enhancing team efficiency and ensuring a positive and productive environment for BEAM employees and partners by managing essential operations and office administration. You will report directly to the Director of Finance and Operations, and provide cross-functional support to the organization’s executive team including the Chief Executive Officer and Chief Operating Officer.

Requirements

• Minimum Associate’s degree preferred.
• At least two years of office management and administrative support experience preferred.
• Excellent time-management and multitasking abilities.
• Demonstrated ability to communicate and collaborate efficiently with cross-functional teams.
• Excellent written and verbal communication skills.
• Exceptional attention to detail.
• Comfort using spreadsheets for accurate data entry and tracking.
• Strong organizational and problem-solving skills, enabling the prioritization of tasks, the management of multiple projects, and the development of creative solutions for sound decision-making.
• High level of discretion and professionalism.
• Exhibit cultural sensitivity and the ability to work with diverse groups of people.
• Proficiency in Google Suite (Gmail, Sheets, Docs, Drive) or similar productivity software and Zoom.

Responsibilities

• Manage complex calendars, scheduling meetings and resolving conflicts on behalf of the Chief Executive Officer and Chief Operating Officer.
• Prepare correspondence, reports, presentations, and meeting materials as requested.
• Prepare agenda and meeting packets for board of director meetings.
• Support the executive team with special projects to contribute to organizational growth.
• Manage and coordinate in-person meeting logistics on behalf of the Chief Executive Officer, including scheduling, venue setup, food coordination, and other necessary resources to ensure smooth and efficient execution.
• Provide assistance with reviewing and maintaining various documents and reports such as expense reports, time studies, and other financial data as needed.
• Capture and disseminate meeting and event notes as requested.
• Manage office operations and procedures to ensure organizational effectiveness and efficiency.
• Coordinate logistics for major events hosted in the office, including overseeing supplies and furniture set-up, audio visual needs, food and beverage procurement, and printed materials preparation.
• Warmly greet and assist office guests, ensuring they feel welcomed and comfortable during their visit.
• Maintain office supplies inventory and order necessary items when needed.
• Manage office facilities and vendors, including cleaning, maintenance, repairs, and equipment upkeep.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Implement and maintain office policies and procedures to ensure compliance with company standards and regulations.
• Maintain office calendars.
• Provide general office and administrative support based on needs of the organization.
• May assist with Human Resources and staff recruitment processes, including posting jobs, coordinating interview meetings and debriefs, and coordinating pre-hire activities.
• Facilitate a smooth onboarding process for incoming employees. This includes ensuring that space, IT hardware, and software provisioning are organized by the employee start date.
• Assist with the provisioning and administration of IT equipment (e.g., computers, monitors, etc.) and company software solutions (e.g., Google Suite, Zoom, etc.).
• Coordinate logistics for team meetings, staff trainings, and other special staff events.
• Oversee other administrative duties based on needs of the Finance and Operations Department.
• As a member of the BEAM Circular team, participate in miscellaneous projects and event support, as requested, to support the BEAM Circular mission.
• Upon request, support & advise the BEAM Circular leadership team with planning and execution of team development & planning activities, offsites & strategic planning sessions.
• Serve as a positive and professional representative of BEAM Circular in correspondence and interactions with external partners and community members.
• May drive on company business.
• Comply with all BEAM Circular policies and procedures, including but not limited to workplace safety, reporting work-related injuries, Infection Control, and preventing potential safety risks for staff, clients, and others.

Benefits

• Pay based on experience. $26.44-$32.69/hour, with a competitive benefit package.
• A collaborative and mission-driven work environment, with the opportunity to positively impact local communities and support global innovation in the circular bioeconomy.
• Annual professional development funding and training opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree