Company Description
Gryphon Scientific is a small consulting business with a friendly work environment. Gryphon strives to maintain diversity, equity, inclusion, and sense of belonging in our daily work.
Job Description
Gryphon seeks an administrative assistant to keep the office running smoothly, including managing the front desk, provide general IT coordination and trouble-shooting support, assist with document editing, organize and schedule meetings, run local business errands (post office, etc), keep the office space neat, clean and organized, and provide general executive and administrative support. This position is on-site 100% (no remote work) near the Takoma Park, MD Metro Station. This is a professional office, but we are pretty casual, so you must love dogs, as we often have dogs visiting the office. Candidates should include a professional business cover letter highlighting their applicable experience and explaining their background, resume gaps, etc. All candidates may be asked to take a skills test.
Duties:
Clerical/administrative work to include:
- Staffing the front desk, and managing the office including:
- Monitoring the front door (especially being available for planned events), welcoming visitors, checking them in, directing them to appropriate personnel/locations, providing logistics instructions (e.g., parking)
- Maintaining office security by monitoring visitor logbook and issuing visitor badges and collecting upon departure; closely manage office keys
- Answering the telephone and responding to or referring inquiries; monitor the general emails mailbox and address or forward inquiries
- Sorting and distributing incoming correspondence and packages; process forms and letters as appropriate, including obtaining signatures, faxing documents, etc.
- Maintaining a safe, clean and organized office space, including the reception area, conference rooms, supply rooms and empty offices
- Setting up offices for new hires and breaking them down after departures
- Managing and ordering office and kitchen supplies, including:
- Checking stock to determine inventory level, from pens to coffee
- Anticipating needed supplies and furniture
- Processing orders and verifying receipts; re-stocking supplies
- Maintain a clean, organized kitchen
- Coordinating the IT vendor and shipping of computer supplies; providing basic troubleshooting for simple computer issues; assigning supplies/peripherals to staff as needed
- Providing general administrative and clerical support to management including filing, mailing, scanning, faxing, and copying
- Providing planning, scheduling, logistical and administrative support for onsite meetings, including crafting agendas, sending out invitations, room preparation, name badges, producing materials, greeting guests and setting up lunches. This may occasionally include working different hours for a day or more to support the event. On occasion, this role takes meeting minutes.
- Running local errands (e.g., to post office, office supply store, and food for company meetings)
- Assisting with recruiting, including scheduling interviews
- Other administrative and related duties as assigned
Requirements
Minimum Qualifications:
- Bachelors Degree (or four year of experience – specifically as an administrative assistant with duties similar to those described above).
- Ability and willingness to work 100% on-sight at Takoma Park, MD office and sit at the front desk.
- US Citizenship (please confirm citizenship in cover letter).
- Vaccinated against Covid-19; willing to wear a mask when community transmission is high.
Required Skills:
- Proficiency with MS Office Suite, including Word, Excel and PowerPoint.
- Ability to work independently, follow instructions, complete tasks on time and within budget.
- Ability to work on multiple initiatives simultaneously and at multiple levels of complexity, from routine administrative tasks to team participation.
- Patience, time management, organizing, scheduling and listening skills.
- Excellent verbal and written communication skills.
- Creative problem solving; likes to tackle issues and work through problems.
- Ability to craft a compelling cover letter (required for application to this job)
Gryphon is seeking applicants from diverse backgrounds and communities, including those who can demonstrate the above skills and abilities developed through non-traditional work history, experiences, and education.
Benefits
Gryphon Offers:
- Fully paid health insurance for staff, and discounted rates for family members
- Dental, disability, and life insurance
- Flexible working hours
- Options for in-person (in the District of Columbia (DC) metropolitan area), hybrid or remote work (within the U.S.)
- Paid time off, in addition to 10 paid holidays
- Continuing education benefits (after 6 months of employment at the beginning of the year)
- Generous year-end profit sharing and performance bonuses
- Wellness benefits (funds gym memberships, exercise classes, etc.)
- Up to 12 weeks leave, per the Family Medical Leave Act (FMLA)
- Parental leave
- Flex spending account (FSA)
- 401K with 3% match (after 6 months of employment)
- Bereavement leave
Salary Range: $40,000-$44,000
