Administrative Associate

About BEAM Circular: 

BEAM Circular is unlocking the power of communities to transform waste into opportunity by building a vibrant regional ecosystem for the circular bioeconomy in California's agricultural heartland.  Anchored in the North San Joaquin Valley, we are facilitating collaboration through the BioEconomy, Agriculture, & Manufacturing (BEAM) Initiative to scale the most promising innovations in bioindustrial manufacturing.  Our work includes public-private projects and programs in the areas of innovation, access to capital, infrastructure, talent development, and cross-cutting partnerships to advance economic and environmental value for local communities.

BEAM Circular was launched in January 2023, catalyzed by the Stanislaus 2030 inclusive economic development planning process, and has raised over $15.4 million to date to seed the BEAM Initiative.  Together with local communities and a growing network of state and national collaborators, we are aligning resources and partnerships to make the North San Joaquin Valley a global hub for solutions at the intersections of food and agriculture, climate, biotechnology, and economic inclusion. 

We have a dynamic, mission-driven team and are looking for partners to join us who believe in rolling up their sleeves to contribute to a bold vision; who have a results-oriented, "get things done" mentality; who lead with curiosity, collaboration, and kindness; and who are dedicated to positive impact for people and the planet.

BEAM Circular is committed to building a diverse and inclusive team and encourages individuals identifying with any race, gender, sexual orientation, ethnicity, national origin, and abilities to apply.

Position Summary:  

BEAM Circular is looking for a versatile and dedicated Administrative Associate to play a crucial role in fostering the growth of the circular bioeconomy. This position will empower team performance and enable a positive and productive experience for BEAM employees and partners by supporting essential operations and office administration.

This position will report to the Chief Operating and Financial Officer, but will work closely with both the Chief Executive Officer and Chief Program Officer, to ensure the seamless functioning of day-to-day office and organization operations.  

Essential Functions, Duties, and Responsibilities:

Office Management

• Manage office operations and procedures to ensure organizational effectiveness and efficiency.
• Coordinate office activities, including meetings, appointments, and events.
• 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.
• Address any issues or concerns raised by staff members and work to resolve them in a timely manner.

Administrative Support

• Provide administrative support primarily for BEAM Circular’s Chief Executive Officer, but may support other executive team members as needed.
• Participate in special projects to contribute to organizational growth.
• Draft and edit documents, letters, reports, and emails as requested.
• Coordinate and prepare materials for meetings, conferences, and presentations.
• Handle other administrative duties to enhance executive team productivity.

Operations Support

• Coordinate the end-to-end recruitment process from posting jobs, coordinating interview meetings, 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.).
• Serve as a liaison between employees and BEAM’s outsourced IT Service Provider.
• Potentially assist with preparation of accounting and finance documents

Program Support

• Organize and maintain files, records, and databases. 
• Collaborate with program managers and BEAM collaborators to ensure the smooth execution of various initiatives.
• Provide insights through data analysis for informed decision-making.
• Oversee and coordinate the day-to-day tasks and projects, tracking timelines and milestones. 
• Optimize processes to enhance efficiency and effectiveness. 
• Facilitating communication and collaboration between different departments.
• Prepare reports, presentations, and documentation as required. 

Requirements

Education, Knowledge, Skills, and Abilities:

• A Bachelors or Associate degree preferred
• At least five years of office management and administrative support experience strongly preferred
• Ability to manage and prioritize multiple projects at the same time.

• Ability to analyze data and provide insights for decision-making.
• Excellent communication and collaboration skills with cross-functional teams. Requires a high level of accuracy and attention.
• Strong organizational and problem-solving skills, with the ability to prioritize tasks and manage multiple projects simultaneously to develop creative solutions and make sound decisions.
• Cultural sensitivity and demonstrated ability to work with diverse people groups.
• Proficiency with Google Suite (Gmail/Sheets/Docs/Drive) or related productivity software and Zoom. 

Environmental Conditions

• Indoors in a typical office environment approximately ninety-five percent (95%) of the time.
• Frequent computer use at the workstation for up to eight hours.  
• Frequently work at a fast pace with unscheduled interruptions.
• Ability to occasionally move (walk or drive) from one work location to another.

Physical Demands

• Ability to walk, reach, sit, stand, stoop, crouch, and climb stairs.
• Ability to move, carry, push, pull and lift up to 20 pounds.
• Dexterity of hands and fingers to operate a computer keyboard. 
• The ability to observe details at close range (within a few feet of the observer). 
• Ability to communicate information and ideas so others will understand in English.  
• Must be able to exchange accurate information. Regular and Consistent Attendance.

Benefits

Compensation: 

• Pay based on experience.  The hourly wage range is $28 - $33 , with a competitive benefits package.
• Position based in Modesto, CA. Hybrid work arrangements may be permitted. 
• BEAM Circular is incubated and fiscally sponsored by Opportunity Stanislaus.  This organization promotes regional economic growth and workforce development opportunities.  The Director will be hired as an employee of Opportunity Stanislaus but will be dedicated to BEAM Circular operations.