BEAM Circular

Administrative Assistant

• 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.

General

• Keep projects moving. Track progress across workstreams, flag decisions before they become urgent, follow up on open items, and make sure commitments get completed.
• Operationalize decisions. Translate direction from leadership into working systems, including pricing structures, tenant workflows, procurement processes, and SOPs; maintain these systems as the project evolves.
• Manage the Campus pipeline. Keep accurate, current records of prospective and confirmed tenants, partners, and vendors, and maintain the data leadership relies on for decision-making.
• Model and analyze. Build and maintain financial and operational models in Excel, including budgets, scenario analyses, and capacity planning and structure findings to support clear decisions.
• Write and present. Draft memos, partner communications, board materials, funder updates, and grant reports. Adjust tone and register for the audience.
• Coordinate vendors and contractors. Manage scopes, track deliverables, and keep external partners accountable to timelines.
• Handle logistics. Coordinate site visits, meetings, and the operational details that keep campus development running day to day.
• Support the team. Manage ad-hoc administrative projects as needed to support the Campus Development team.

Innovation Campus Project Associate

Consultant

• Join Campus Launch Team to advance the California Bioeconomy Innovation Campus
• Engage with diverse stakeholders in biomanufacturing, policy, community, and industry
• Bring expertise in business strategy, financial planning, process engineering, or related fields
• Contribute to scaling bio-based technologies and fostering community partnerships
• Work on project transitions from planning to active development and operations

Administrative Assistant

Innovation Campus Project Associate

Senior Consultant, Campus Launch Team