Executive Administrative Coordinator

1 week 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 valuable resources by establishing a thriving regional ecosystem for the circular bioeconomy in California's agricultural core. Based in the North San Joaquin Valley, we are fostering collaboration through the BioEconomy, Agriculture, & Manufacturing (BEAM) Initiative to amplify the most promising advancements in bioindustrial manufacturing. Our initiatives encompass public-private projects and programs focused on innovation, capital access, infrastructure, talent development, and cross-sector partnerships to enhance economic and environmental benefits for local communities.

Launched in January 2023, BEAM Circular was inspired by the Stanislaus 2030 inclusive economic development planning process. In partnership with local communities and a growing network of state and national collaborators, we are aligning resources and partnerships to position the North San Joaquin Valley as a global leader in solutions at the crossroads of food and agriculture, climate, biotechnology, and economic inclusion.

We have a vibrant, mission-driven team and are seeking individuals who are eager to engage in meaningful work; who possess a results-oriented mindset; who value curiosity, collaboration, and kindness; and who are committed to making a positive impact for people and the planet.

BEAM Circular is devoted to creating a diverse and inclusive workforce and encourages individuals from all backgrounds to apply.

Position Summary:

We are in search of a proactive and dedicated Administrative Associate to bolster our mission of promoting the circular bioeconomy. In this capacity, you will play a crucial role in enhancing team productivity and ensuring a supportive and efficient environment for BEAM employees and partners by overseeing essential operations and office management. 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 for the CEO, with potential support for other executive team members as required.
  • Engage in special projects to contribute to organizational development.
  • Draft and refine documents, letters, reports, and emails as needed.
  • Coordinate and prepare materials for meetings, conferences, and presentations.
  • Oversee all logistical elements of meetings, including scheduling, venue arrangements, 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 valued and comfortable during their stay.
  • Maintain inventory of office supplies and reorder items as necessary.
  • Manage office facilities and vendor relationships, including cleaning, maintenance, repairs, and equipment upkeep.
  • Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
  • Implement and uphold office policies and procedures to ensure compliance with company standards and regulations.

Recruiting and Onboarding Support:

  • Coordinate the entire 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 needed to further the organization's mission.
  • Support and advise the leadership team with planning and executing team development activities and strategic planning sessions.
  • Represent BEAM Circular positively within the community.
  • Adhere to all BEAM Circular policies and procedures, including workplace safety and reporting protocols.
  • This list of responsibilities is not exhaustive; management may assign additional duties as necessary.
Qualifications:

Knowledge, Skills, and Abilities:

  • Ability to effectively manage and prioritize multiple projects simultaneously.
  • Analyze data and provide insights to support informed decision-making.
  • Communicate and collaborate effectively with cross-functional teams.
  • Demonstrate high accuracy and attention to detail.
  • Exhibit strong organizational and problem-solving skills, enabling effective task prioritization and project management.
  • Show 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 unscheduled 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, carry, push, or pull 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 essential.
Compensation:
  • Pay is based on experience, with an hourly wage starting at $33.00.
  • Flexible work arrangements may be available.

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 fostering an inclusive environment for all employees.

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