Administrative Assistant

About Exponent

Exponent is the only premium engineering and scientific consulting firm with the depth and breadth of expertise to solve our clients’ most profoundly unique, unprecedented, and urgent challenges.  

 

We are committed to engaging multidisciplinary teams of science, engineering, and regulatory experts to empower our clients with solutions that create a safer, healthier, more sustainable world. For over five decades, we've connected the lessons of past failures with tomorrow's solutions to advise clients as they innovate technologically complex products and processes, ensure the safety and health of their users, and address the challenges of sustainability.  

 

Join our team of experts with degrees from top programs at over 500 universities and extensive experience spanning a variety of industries. At Exponent, you’ll contribute to the diverse pool of ideas, talents, backgrounds, and experiences that drives our collaborative teamwork and breakthrough insights. Plus, we help you grow your career through mentoring, sponsorship, and a culture of learning. Thanks for your interest in joining our team!   

 

Key statistics:

• 1,100+ Team members
• 950+ Consultants
• 640+ Ph.D.s
• 90+ Disciplines
• 30+ Offices globally

Our Opportunity

We are currently seeking an Administrative Assistant for our Phoenix, Arizona office. In this role, you will work as part of a team of five administrative assistants. You will be responsible for performing a wide variety of diverse, non-routine administrative tasks and will provide high-level support to our professional consultants and corporate staff. Qualified candidates selected to participate in our screening process for this role will be asked to take an editorial assessment via Microsoft Word before a potential formal interview.

 

The ideal candidate should be eager to learn, detail-oriented, have strong editorial skills, work well with others, and have a proactive, can-do, will-do attitude.

You will be responsible for

Consultant / Project Support:

• Setting up new projects in our electronic system
• Running project conflict checks
• Drafting retention letters and statements of work
• Ensuring all projects are set up accurately and work product complies with corporate policy
• Editing documents, including formatting, grammar/spelling, general content review, and sometimes editing 250+ page reports
• Organizing final project documents before submission
• Downloading file materials, scanning documents, and completing materials received lists
• Calendaring for consultants
• Arranging travel for consultants
• Running project reports
• Preparing and processing expenses
• Assisting with accounts receivable collection, invoicing, and purchasing
• Assisting consultants with ad-hoc requests

General Office Support:

• Providing front desk coverage, including greeting a high volume of visitors and low-volume phone coverage
• Coordinating onsite meetings for internal and external client meetings, including setting up web conference systems, room setup/clean-up
• Assisting Human Resources with local candidate interview scheduling and support
• Assisting with maintaining calibration of equipment and managing evidence
• Contributing to the in-office culture through event coordination and planning of employee celebrations, holiday parties, etc.
• Collaborating with the administrative team to identify areas for improvement and proactively lead or assist with creating solutions and implementation

You will have the following skills and qualifications

• Bachelor’s Degree (required) or any higher education diploma
• Minimum 3 years’ experience providing administrative support to a team, which consists of at least two or more senior/executive-level staff
• High level of attention to detail and the ability to manage several tasks simultaneously
• Working experience and advanced knowledge of Microsoft Office, including Word, Excel, PowerPoint, Outlook, Teams
• Strong editorial skills
• Working experience with Vision/VantagePoint (Deltek) is a plus
• Prior experience with running conflict checks is a plus
• Experience working in a professional services firm or law firm is a plus
• Committed to quality work product both for independent tasks and team projects
• Demonstrated self-starter who is dependable and shows initiative
• Motivated and committed to learning new systems, processes, and skills
• Ability to multi-task, work under critical time deadlines, re-evaluate priorities, and interact with all levels of professional staf