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.

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.
• To apply, please provide a resume and responses to the three short written questions. Applications without responses to the written questions 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.
• We request that you do not use AI tools in preparing your written responses. We do not use AI screening for applicants and ask that you offer us the same respect.

Interview Process:

Video Interview (30 Minutes)

In-person Interview and Skills Assessment (90 Minutes)

Possible follow-up Interview (30 Minutes)

Reference Check 

Offer

About Stillwater Sciences:

Stillwater Sciences is an employee-owned environmental consulting firm specializing in scientifically based solutions to 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 have approximately 130 full-time dedicated and enthusiastic employees throughout the Western U.S. in nine offices. 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 blend of passion, initiative, commitment, flexibility, and teamwork.

Stillwater Sciences is proud to be an equal opportunity employer. All qualified applicants receive consideration for employment without regard to protected characteristics including race, color, national origin, religion, age, sex, sexual orientation, gender identity or expression, disability, or veteran status. Stillwater is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request accommodation to participate in the application or interview process, please contact recruiting@stillwatersci.com.