Location
Arcata, CA | United States
Job description
Office Administrator
Arcata, CA
Stillwater Sciences seeks a highly motivated, take-charge Office Administrator to help coordinate the day-to-day operations in our Arcata office. This position is full-time (30-40 hours a week) and is the "face of the office" for all employees, clients, and vendors. Stillwater seeks someone who appreciates doing a job well and values employee morale by helping to provide a comfortable workspace.
The ideal candidate will:
- Be a superstar at juggling multiple priorities and deadlines
- Successfully work with people across offices and project teams in a matrixed environment
- Find enjoyment and connection working with an academically-minded group of scientists who are passionate about what they do
- Be a person-of-all-trades and no job is too big or too small
- Be a creative problem-solver
- Be able to take initiative on projects and follow them through until the end
- Exhibit a positive attitude, even in stressful situations
- Be able to remain calm in the face of deadlines and reprioritize tasks for adjusting deadlines
- Be able to "read the room" and act on changing needs of employees
- Enjoy planning and executing fun events
The ideal candidate will possess:
- A can-do, service-oriented attitude
- Superb time management skills
- Exceptional organizational skills
- Advanced Microsoft Word expertise
- A healthy dose of initiative, creativity, and drive
- 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 (Microsoft Teams), mail/package distribution, business-related errands, and supply ordering.
- Data entry, filing, and report production assistance, including Word processing, spreadsheet, and Adobe Acrobat (PDF) support and formatting.
- Conduct scientific literature and database searches.
- Responsible for office stocking and upkeep, staff support, and vendor relations.
- Maintain common areas (kitchen, repro area, conference rooms), office equipment, printers, and computers.
- Provide logistical support for field staff, including vehicles and lodging arrangements.
- Coordinate pickup and delivery of survey equipment.
- Arrange courier services and shipping (mainly FedEx and UPS).
- Inventory equipment and prepare usage charges.
- Work collaboratively with employees and Office Administrators from other offices, provide back-up support as needed.
- Plan, coordinate, and breakdown company functions and office morale events.
- Book and coordinate marketing-related events.
- Maintain shared calendars.
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.
- Exposure to or experience in an environmental organization/consulting firm is a plus.
- Confidence to interact with all levels of staff, agency representatives, and vendors in a professional and courteous manner.
- Advanced Microsoft Office (Word, Excel, and Outlook) skills.
- Experience with Adobe Acrobat.
- Ability and motivation to use creativity and logic in dealing with a range of situations.
- Versatility to work both independently and collaboratively.
- Personal integrity and judgment, especially when working with confidential information.
- Have a clean driving record and active driver's license.
Compensation and Application:
- The salary is commensurate with qualifications and experience and is in the $25-$28/hour range.
- Full-time position with a competitive compensation package including Paid Time Off, a 401(k) plan, full health and dental care, employee ownership under our Employee Stock Ownership Program (ESOP) after entry criteria are met, and paid professional development.
- Please provide a cover letter and resume describing experience (resumes without a cover letter will not be considered).
- Electronic submissions must be submitted through the website submission portal. Only online applications will be considered.
- Position will remain open until filled.
About Stillwater Sciences:
Stillwater Sciences is an employee-owned environmental consulting firm specializing in scientifically based solutions for aquatic, terrestrial, and watershed resource management. We assist government agencies, NGOs, and private clients with environmental problem solving, planning, and permitting using a multi-disciplinary approach that integrates physical and biological processes. We maintain a collaborative work environment that promotes productive and rigorous applied scientific research. We pride ourselves on defining and shaping our individual careers in a way that provides a healthy rhythm of work and life responsibilities. Success at Stillwater requires a healthy blend of passion, initiative, commitment, flexibility, and teamwork. Stillwater Sciences is proud to be an equal opportunity employer.
Due to the collaborative nature of our work and given that our company is a Federal contractor, Stillwater Sciences employees are required to be fully vaccinated against COVID-19 (or apply for an accommodation for a medical reason or sincerely held religious belief), and we strongly encourage employees receive booster shots.
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