Office Administrator

Stillwater Sciences seeks a highly accountable, organized Office Administrator to coordinate day-to-day operations in our 40-person office, located in Berkeley. This position is full-time (40 hours a week), 5 days/week in office and is the “face of the office” for all employees, clients, and vendors. A successful Office Administrator should find enjoyment and connection in working with an academically minded group of scientists who are passionate about what they do. Apply HERE

The ideal candidate will:

• Be highly effective at managing multiple priorities and deadlines and pivot seamlessly when priorities change.
• Successfully collaborate with colleagues across Stillwater offices and project teams.
• Have impeccable attention to detail.
• Proactively assist colleagues at all levels, from entry-level to C-Suite – no job is too big or too small.
• Take initiative on projects and demonstrate detailed follow-through on all tasks, including proactively anticipating next steps.
• Bring problem-solving skills and a positive attitude to all tasks.
• Demonstrate awareness of team needs and adjust priorities accordingly.
• Have exceptional time management and organizational skills.
• Demonstrate strong interpersonal communication skills, both verbal and written.
• Professionally interact with all levels of staff, clients, and vendors.
• Apply lessons learned to future tasks and challenges.
• Be willing to and adept at learning new software and tools.
• Have personal integrity and judgment, especially when working with confidential information.
• Always prioritize safety.

Duties include, but are not limited to:

• Front desk coordination – greet visitors, answer and direct inquiries, email, and phone calls, mail/package distribution, business-related errands.
• Provide logistical support for staff, including booking and picking up rental cars (a short distance from the office), making lodging arrangements, booking flights,
• Administrative support (e.g., data entry, filing, scheduling), including use of Microsoft Word, Excel, PowerPoint, Teams, Forms, and Adobe Acrobat (PDF).
• Invoicing and billing for company expenses (hotels/travel), credit card reconciliation, expense reporting.
• Maintenance and organization of common areas (kitchen, conference room, storage room, etc.).
• Provide ad hoc support to CEO; assist with preparation for Board and other executive-level meetings.
• Purchasing and keeping inventory of office supplies and equipment, including stocking coffee/tea/etc.
• Arranging shipping (FedEx and UPS).
• Performing errands to support job duties (e.g., picking up rental cars, equipment, office and kitchen supplies), often walking and using personal vehicle.
• Work collaboratively with staff, including Office Administrators from other offices.
• Provide back-up support and assist offices without on-site Office Administrators.
• Manage office morale budget; plan, coordinate, and setup/breakdown company functions and office morale events.
• Coordinate staff meeting agendas, PowerPoint slide compilation and presentation.
• Support with meeting scheduling, conference room reservation management, and
• Execution of safety procedures and protocols in case of emergencies for staff in the field and in the office.

Required qualifications include:

• High school diploma or equivalent work experience (Bachelor’s degree preferred).
• Experience in a similar role (ideally 2+ years).
• Experience at an environmental organization/consulting firm is a plus.
• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Teams and Outlook) skills.
• Experience with Adobe Acrobat.
• An active driver’s license or ability to get a driver’s license, ability to use personal vehicle for business errands (mileage reimbursed).
• Able to remain in a stationary position more than 50% of the time.
• Able to move equipment weighing up to 25 pounds, with reasonable accommodation.
• We encourage applicants with a wide range of backgrounds and experiences to apply, even if they do not meet every listed qualification.

Compensation and Application:

• The salary is commensurate with qualifications and experience and is in the $26-$31/hour range.
• Full-time, non-exempt position with a competitive compensation package including Paid Time Off, a 401(k) plan with matching, full health and dental care, employee ownership under our Employee Stock Ownership Program (after entry criteria are met), and paid professional development.

Interview Process:

Video Interview (30 Minutes)

In-person Interview and Skills Assessment (90 Minutes)

Possible follow-up Interview (30 Minutes)

Reference Check 

Offer