Administrative Assistant

Overview of BEAM Circular

BEAM Circular drives community empowerment by transforming waste into valuable opportunities, fostering a robust regional ecosystem for the circular bioeconomy in California's agricultural core. Situated in North San Joaquin Valley, we catalyze collaboration through the BioEconomy, Agriculture, & Manufacturing (BEAM) Initiative, focusing on scaling impactful bioindustrial manufacturing innovations. Our scope involves public-private partnerships targeting innovation, capital access, infrastructure, talent cultivation, and cross-sector alliances to generate substantial economic and environmental benefits locally.

Our team thrives on mission-driven energy, proactive problem-solving, curiosity, collaborative spirit, kindness, and dedication to creating positive societal and ecological impact.

BEAM Circular values diversity and inclusivity, encouraging applicants from all races, genders, sexual orientations, ethnicities, national origins, and abilities.

Role Summary

We seek a motivated, detail-oriented Administrative Associate who will enhance operational and office support aligned with advancing the circular bioeconomy mission. Reporting to the Director of Finance and Operations, you will provide cross-departmental assistance including executive support to the CEO and COO.

Key Duties and Responsibilities

• Effectively manage complex calendars, schedule meetings, and resolve scheduling conflicts for CEO and COO.
• Draft various correspondence, reports, presentations, and meeting documents as needed.
• Organize agendas and materials for board meetings.
• Contribute to organizational growth by supporting special projects led by executives.
• Coordinate in-person meeting logistics, including venue setup, catering, and resource allocation.
• Assist in reviewing and maintaining financial and administrative documents such as expense reports and time studies.
• Record and distribute meeting and event notes as required.
• Oversee office operations ensuring organizational efficiency, including supply management and facility maintenance.
• Coordinate logistics for on-site events, including setup and procurement needs.
• Welcome and assist visitors warmly to foster a positive experience.
• Manage vendor relationships related to cleaning, repairs, and equipment upkeep.
• Handle all office correspondence including phones, emails, and mail.
• Maintain and enforce office policies and procedures in compliance with standards.
• Keep office calendars updated and provide ongoing administrative support.
• Support human resources activities such as job postings, interview coordination, and pre-hire procedures.
• Facilitate onboarding by coordinating workspace, IT hardware, and software setup for new employees.
• Manage IT equipment distribution and administration of software tools (Google Suite, Zoom, etc.).
• Arrange logistics for team meetings, staff training sessions, and special events.
• Assist the Finance and Operations Department with additional administrative tasks as needed.
• Participate in miscellaneous projects and events to reinforce BEAM Circular’s mission.
• Support leadership in organizing team development activities, offsite meetings, and strategic planning sessions.
• Represent BEAM Circular in a professional and courteous manner during all external interactions.
• May be required to drive for company business.
• Adhere to all organizational policies including workplace safety, injury reporting, infection control, and risk prevention.
• Additional duties may be assigned at management’s discretion.

Qualifications and Skills

• Minimum Associate’s degree is preferred.
• At least two years’ experience in office management and administrative support.
• Strong time management and multitasking capabilities.
• Effective communication and collaboration skills across cross-functional teams.
• Excellent command of written and verbal communication.
• Meticulous attention to detail and accuracy.
• Proficient with spreadsheet use for data entry and tracking.
• Exceptional organizational and problem-solving aptitude to prioritize tasks and handle multiple projects simultaneously.
• High discretion, professionalism, and cultural sensitivity.
• Ability to work well with diverse populations.
• Competency in Google Suite applications and Zoom conferencing software.

Compensation and Benefits

• Hourly wage ranges from $26.44 to $32.69, depending on experience, coupled with comprehensive benefits.
• A collaborative, purpose-driven environment dedicated to local community impact and advancing circular bioeconomy innovations globally.
• Work is based in Modesto, CA, with a hybrid schedule allowing in-office presence Tuesday through Thursday, and remote work on most Mondays and Fridays. Occasionally, presence is required on Mondays and Fridays for special company events or meetings.
• Annual professional development funds and learning opportunities.