Administrative Assistant

Administrative Associate Position

BEAM Circular is seeking a proactive and highly organized Administrative Associate to support our mission of advancing the circular bioeconomy. In this role, you will be key to enhancing team efficiency and ensuring a positive and productive environment for BEAM employees and partners by managing essential operations and office administration. You will report directly to the Director of Finance and Operations, and provide cross-functional support to the organization's executive team including the Chief Executive Officer and Chief Operating Officer.

Essential Functions, Duties, and Responsibilities:

Manage complex calendars, scheduling meetings and resolving conflicts on behalf of the Chief Executive Officer and Chief Operating Officer.

Prepare correspondence, reports, presentations, and meeting materials as requested.

Prepare agenda and meeting packets for board of director meetings.

Support the executive team with special projects to contribute to organizational growth.

Manage and coordinate in-person meeting logistics on behalf of the Chief Executive Officer, including scheduling, venue setup, food coordination, and other necessary resources to ensure smooth and efficient execution.

Provide assistance with reviewing and maintaining various documents and reports such as expense reports, time studies, and other financial data as needed.

Capture and disseminate meeting and event notes as requested.

Manage office operations and procedures to ensure organizational effectiveness and efficiency.

Coordinate logistics for major events hosted in the office, including overseeing supplies and furniture set-up, audio visual needs, food and beverage procurement, and printed materials preparation.

Warmly greet and assist office guests, ensuring they feel welcomed and comfortable during their visit.

Maintain office supplies inventory and order necessary items when needed.

Manage office facilities and vendors, including cleaning, maintenance, repairs, and equipment upkeep.

Handle incoming and outgoing correspondence, including emails, phone calls, and mail.

Implement and maintain office policies and procedures to ensure compliance with company standards and regulations.

Maintain office calendars.

Provide general office and administrative support based on needs of the organization.

May assist with Human Resources and staff recruitment processes, including posting jobs, coordinating interview meetings and debriefs, and coordinating pre-hire activities.

Facilitate a smooth onboarding process for incoming employees. This includes ensuring that space, IT hardware, and software provisioning are organized by the employee start date.

Assist with the provisioning and administration of IT equipment (e.g., computers, monitors, etc.) and company software solutions (e.g., Google Suite, Zoom, etc.).

Coordinate logistics for team meetings, staff trainings, and other special staff events.

Oversee other administrative duties based on needs of the Finance and Operations Department.

As a member of the BEAM Circular team, participate in miscellaneous projects and event support, as requested, to support the BEAM Circular mission.

Upon request, support & advise the BEAM Circular leadership team with planning and execution of team development & planning activities, offsites & strategic planning sessions.

Serve as a positive and professional representative of BEAM Circular in correspondence and interactions with external partners and community members.

May drive on company business.

Comply with all BEAM Circular policies and procedures, including but not limited to workplace safety, reporting work-related injuries, Infection Control, and preventing potential safety risks for staff, clients, and others.

The list of job duties and requirements is not all-inclusive. Management, at its discretion, may assign additional duties.