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 Menlo Park, CA office. In this role, you will work as part of an administrative team of six, responsible for performing a wide variety of diverse administrative tasks to provide a high level of support for our professional consultants and corporate staff. Qualified candidates who are selected to participate in our screening process for this role will be asked to take an editorial assessment in Microsoft Word prior to a potential formal interview. The ideal candidate will bring a proactive, can-do attitude with a willingness to learn, have strong editorial and proofreading skills, and able to work both independently and collaboratively in a team environment.

You will be responsible for

Consultant 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
• Printing and collating project binders
• Running project reports
• Preparing and processing expenses
• Assisting with accounts receivable collection, invoicing, purchasing
• Calendaring for consultants
• Arranging travel for consultants
• Assisting consultants with ad-hoc requests

General Office Support

• Coordinating onsite meetings for internal and external client meetings, including setting up web conference systems, order catering, room set up/clean up
• Assisting with candidate interview support (preparing conference room, setting up laptops for presentations)
• Contributing to the in-office culture through event coordination and planning
• Assisting with the onboarding of new hires
• 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 (preferred) or any higher education diploma (required)
• Minimum 3 years’ experience providing administrative support to a team
• 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 that is dependable and shows initiative
• Motivated and committed to learning new systems, processes, skills
• Ability to multi-task, work under critical time deadlines, re-evaluate priorities, and interact with all levels of professional staff
• Exposure to sensitive information will necessitate considerable use of tact, diplomacy, discretion, and judgment
• Must be able to lift, push, pull a mini