Office Administrator (Berkeley office)

Office location: Berekely, CA

Stillwater Sciences seeks a highly motivated, take-charge Office Administrator to help coordinate day-to-day operations for our 30-person Berkeley office, which is also our corporate headquarters. This position is a full-time, Monday–Friday, 8:30 am–5 pm set schedule. This position is the “face of the office” for all employees and vendors. Stillwater seeks someone who appreciates doing a job well and values employee morale by helping to provide a fun and comfortable workspace.

The ideal candidate will:

  • Be a superstar at juggling multiple priorities and deadlines
  • Thrive in a fast-paced environment with constantly changing job duties within a loose hierarchy
  • Find enjoyment and connection working with an academically minded group of scientists who are passionate about what they do
  • Be a jack-of-all-trades, where no job is too big or too small
  • Be a creative problem-solver
  • Able to take initiative on projects and follow them through until the end
  • Have a positive attitude
  • Be able to “read the room” and act on changing needs of employees
  • Can plan and execute fun events: we love to take breaks from work and enjoy each other’s company

The ideal candidate will possess:

  • A can-do, service-oriented attitude 
  • A healthy dose of confidence, initiative, creativity, and drive
  • Superb time management
  • Exceptional organizational skills
  • Communication skills (both verbal and written)

If this describes you, then please read on for a great opportunity to work with people who love what they do and have a great time doing it!

Duties include but are not limited to:

  • Responsible for office stocking and upkeep, staff support, and vendor relations.
  • Front desk related duties – greet visitors, answer and direct phone calls, web-conferencing (Skype and Teams), mail distribution, business-related errands, and supply ordering.
  • Maintain common areas, office equipment, printers and computers.
  • Data entry, filing, and report production assistance.
  • Report formatting/editing, including Microsoft Office and Adobe Acrobat (PDF) support.
  • Plan, coordinate, and breakdown company functions and office morale events (from large all-staff gatherings to intimate happy hours).
  • Book and coordinate marketing and project-related travel for employees.
  • Arrange courier services and shipping (mainly FedEx and UPS).
  • Conduct scientific literature and database searches.
  • Post documents to our Intranet/Sharepoint.
  • Provide focused support to the President & CEO.
  • Provide as needed support to Accounting, Human Resources, Marketing, and Information Technology departments.

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 environmental science or an environmental organization 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, Access and Outlook).
  • Experience with Adobe Acrobat.
  • Ability and motivation to use creativity and logic in dealing with a broad range of situations.
  • Versatility to work both independently and collaboratively.
  • Personal integrity and sound judgment, especially when working with confidential information.
  • Have a clean driving record and active driver’s license – having a car of your own will be very helpful.
Compensation, and Application Details:
  • Full-time position with benefit package after 3 months.
  • The salary range is $18-$21/hour, depending on education and experience.
  • Stillwater Sciences provides a competitive compensation package including a 401(k) plan and full health and dental care.
  • Please send a cover letter describing experience (including your requested salary range), with a resume, in MS Word or PDF format to:
  • Resumes without a cover letter and salary requirements will not be considered.
  • Position will remain open until filled.

Download a PDF of this job description here.

Learn more about Stillwater Sciences.