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Office Operations Coordinator

2 months ago

Modesto, California, United States BEAM Circular Full time
Job Overview

About BEAM Circular:

BEAM Circular is dedicated to harnessing the potential of communities to convert waste into opportunities by fostering a robust regional ecosystem for the circular bioeconomy in California's agricultural sector. Based in the North San Joaquin Valley, we are promoting collaboration through the BioEconomy, Agriculture, & Manufacturing (BEAM) Initiative to amplify the most promising advancements in bioindustrial manufacturing. Our initiatives encompass public-private partnerships and programs focused on innovation, capital access, infrastructure, talent development, and collaborative partnerships to enhance economic and environmental benefits for local communities.

Launched in January 2023, BEAM Circular emerged from the Stanislaus 2030 inclusive economic development planning initiative. In collaboration with local communities and an expanding network of state and national partners, we are aligning resources and partnerships to position the North San Joaquin Valley as a global leader in solutions that intersect food and agriculture, climate, biotechnology, and economic inclusion.

We have a vibrant, mission-driven team and are looking for individuals who are ready to contribute to a bold vision; who possess a results-oriented mindset; who value curiosity, collaboration, and kindness; and who are committed to making a positive impact for both people and the planet.

BEAM Circular is committed to fostering a diverse and inclusive workforce and encourages applications from individuals of all races, genders, sexual orientations, ethnicities, national origins, and abilities.

Position Summary:

BEAM Circular is in search of a proactive and dedicated Administrative Associate to further our mission of promoting the circular bioeconomy. In this capacity, you will play a vital role in enhancing team productivity and ensuring a supportive and efficient environment for BEAM staff and partners by overseeing essential operations and administrative functions. You will report directly to the Chief Executive Officer (CEO) and work closely with the Director of Finance & Operations.

Key Responsibilities:

Administrative Support:

  • Provide comprehensive administrative assistance primarily to the CEO, with potential support for other executive team members as required.
  • Engage in special projects aimed at contributing to organizational development.
  • Draft and refine documents, correspondence, reports, and emails as needed.
  • Organize and prepare materials for meetings, conferences, and presentations.
  • Oversee all logistical arrangements for meetings, including scheduling, venue setup, catering, and other necessary resources to ensure seamless execution.
  • Perform additional administrative tasks to boost executive team efficiency.

Office Management:

  • Oversee office operations and procedures to ensure organizational effectiveness and efficiency.
  • Coordinate office activities, including meetings, appointments, and events.
  • Warmly welcome and assist office visitors, ensuring they feel comfortable and valued during their time at the office.
  • Maintain inventory of office supplies and place orders as necessary.
  • Manage office facilities and vendor relationships, including cleaning, maintenance, repairs, and equipment upkeep.
  • Handle incoming and outgoing communications, including emails, phone calls, and mail.
  • Implement and uphold office policies and procedures to ensure compliance with organizational standards and regulations.

Recruitment and Onboarding Support:

  • Coordinate the complete recruitment process from job postings to interview scheduling and pre-hire activities.
  • Facilitate a smooth onboarding experience for new employees, ensuring that workspace, IT hardware, and software are ready by the start date.
  • Assist with the provisioning and management of IT equipment and company software solutions.

Team Collaboration:

  • As a member of the BEAM Circular team, participate in various project and event support as requested to aid team development and mission.
  • Support the leadership team with planning and executing team development activities, offsite meetings, and strategic planning sessions.
  • Represent BEAM Circular positively within the community.
  • Comply with all organizational policies and procedures, including workplace safety and reporting protocols.
  • Additional duties may be assigned at management's discretion.
Qualifications:

Knowledge, Skills, and Abilities:

  • Ability to effectively manage and prioritize multiple projects concurrently.
  • Capable of analyzing data and providing insights to support decision-making.
  • Strong communication and collaboration skills with cross-functional teams.
  • High level of accuracy and attention to detail.
  • Excellent organizational and problem-solving abilities, with a knack for prioritizing tasks and developing creative solutions.
  • Cultural sensitivity and the ability to work with diverse groups.
  • Proficiency in Google Suite or similar productivity software and Zoom.

Education and Experience:

Education: An Associate's degree is preferred.

Experience: A minimum of two years in office management and administrative support is preferred.

Working Conditions:
  • Primarily indoors in a standard office environment.
  • Frequent computer use for extended periods.
  • Ability to work at a fast pace with occasional interruptions.
  • Occasional travel between work locations may be required.
Physical Requirements:
  • Ability to walk, reach, sit, stand, stoop, crouch, and climb stairs.
  • Ability to lift and carry up to 20 pounds.
  • Dexterity to operate a computer keyboard.
  • Ability to observe details at close range.
  • Effective communication skills in English.
  • Regular and consistent attendance is required.
Compensation:

Salary: Compensation is based on experience, with an hourly wage starting at $33.00.

ADA/FEHA: BEAM Circular will provide reasonable accommodations in compliance with the Americans with Disabilities Act and California's Fair Employment and Housing Act.

EEO: All employment decisions will be based on merit, competence, performance, and business needs. We celebrate diversity and are committed to creating an inclusive environment for all employees.