Administrative Assistant - Full Time

THE OPPORTUNITY: ADMINISTRATIVE ASSISTANT

Magnitude Instruments’ spectrometer is the latest “super” scientific instrument to come out of Innovation Park at Penn State. This is a game-changing invention that allows chemists, materials scientists and biologists take the instrument right out of the box, set it up on any table or lab bench, and go right to work separating and measuring various components of a material using a technique called nanosecond, transient absorption.

The company is primed and positioned to bring its flagship product to university research labs across the country and across the world this spring. Anticipating rapid company growth, Magnitude Instruments is adding a key, new position to our headquarters staff in State College, PA.

• Reporting to the Chief Executive Officer (CEO), the Administrative Assistant "owns" the day-to-day functions that keep this office humming like a well-oiled machine; (think Company Ambassador & Office Concierge, combined!).

In addition to maintaining the physical office space in a way that promotes the efficiency, comfort and safety of staff and visitors, the Administrative Assistant provides high-level administrative support by conducting research, preparing data and presentations, managing/overseeing special projects, handling information requests, and performing routine clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, organizing emails, filing etc.

The range of tasks are wide and diverse, including some recurring, but critical daily/weekly/monthly accounting functions (e.g. assisting in proforma work, assisting with accounts receivable, accounts payable, journal entries, account reconciliation, etc.) and also assisting with basic human resources administration/compliance. Other duties include, but are not limited to creating, developing and delivering effective social media, advertising, marketing, and public relations materials/programs.

With limited direct supervision, the Administrative Assistant will assist in supporting business development efforts, solving practical problems in situations where only limited standardization exists, and identifying the necessary process and/or systems to achieve a defined outcome.

This is an immediate job opening that is chock- full of challenges! The person in this job will help organize and facilitate the work schedules and travel schedules of the CEO and other team members who may be traveling to or working from remote locations for sales, service or educational events. There is NOTHING routine, repetitive or boring about scheduling activities and impacting the effectiveness of other people; it requires excellent communications skills, the ability to organize and prioritize tasks, acute attention to detail and an eagerness to learn. It also requires professionalism and business maturity, because plans frequently change without notice.The best candidate for this job will be able to take surprises in stride and move forward in a new or different direction with renewed excitement, vigor and determination. Job seekers who can concentrate on minute details while keeping an eye on the big picture should apply for this position!

KNOWLEDGE/SKILLS/QUALIFICATIONS/ABILITIES: The successful candidate will be able to demonstrate core competencies in the following areas:

• Trustworthiness; maintaining confidentiality of critical business issues is a key responsibility
• Demonstrated success prioritizing and managing work requests from multiple sources and in meeting deadlines; superior time management skills and attention to detail are essential
• Ability to exercise ethical, prudent judgment and problem-solving in the absence of direct supervision
• Ability to collaborate and build strong working relationships with others, especially using digital, phone, and video technologies
• Ability to work independently, learn new skills quickly, and take initiative
• Ability to thrive in a fast-paced, performance-driven environment and assume personal ownership of business activities and outcomes
• Excellent verbal and written communication skills, including mastery of correct grammar, spelling, punctuation, syntax and tone
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• Solid math and reasoning skills to assist with preparation and validation of financial reports

OFFICE ENVIRONMENT. Job requirements include regularly spending hours sitting and using office equipment such as computers, telephones and a variety of handheld devices and regularly moving from sitting to standing positions effortlessly. The job also requires having the physical dexterity and ability to also assist with inventory, packing, shipping and receiving duties, including but not limited to:

• Regularly work on repetitive tasks
• Regularly use hands and fingers to handle, manipulate, control, feel and adjust objects
• Regularly hold the arm and hand in one position or hold the hand steady while moving the arm
• Regularly see details of objects that are less than a few feet away
• Regularly speak clearly so listeners can understand
• Regularly understand the speech of another person
• Frequently bend body to file and maintain files, pack and move items
• Occasionally lift 5-10 pounds

MINIMUM REQUIREMENTS

• “Day-1 Expert-level” proficiency in Microsoft Office applications (Outlook, Excel, PowerPoint, Publisher and Word; with advanced-level Excel skills)
• High school diploma or equivalent
• 2+ year related administrative and/or bookkeeping experience in a fast-paced business office environment
• Must be able to use Customer Relationship Management (CRM) software (e.g. ZOHO or similar) and/or to quickly develop proficiency with high-tech/high-touch systems such as, but not limited to smart phones, Streak, and others
• Working knowledge and regular use of social media platforms (e.g. Instagram, YouTube, etc.)
• Background checks (criminal/education/employment/reference/credit/DMV) will be performed; results must be satisfactory to the company
• Regular on-going day and overnight travel is possible and may be required. Valid driver's license, a registered and insured vehicle, and the ability to drive to and from prospective/current accounts is necessary; must be able to travel by common carrier air and/or train.
• If hired, must adhere to all company policies and procedures and other prescribed best practices/industry standards

DESIRED EXPERIENCE, KNOWLEDGE, SKILLS & ABILITIES (THESE ARE A PLUS, not required!)

• For the exceptional candidate, accounting software training will be available. However, some experience with Quickbooks, Sage or a similar online accounting system would a plus; this will be necessary to help with handling accounts payables, accounts receivables, general ledger, payroll, financial reporting and month-end statements
• Associate or Bachelors’ degree in business, marketing, accounting or a related field

TO APPLY:

Tell us why you are interested in this position and your desired salary in the cover letter section of this posting. Include your resume, answer a few questions, then click submit. It’s that easy to apply right now!

• Cover letters and resumes are requested immediately! BUT we are looking for an awesome new team member, so the position will remain open until filled.
• Applicants must be currently authorized to work in the United States on a full-time basis. The company does not sponsor work visas.
• Local applicants or those who can report to work on a punctual basis at the company’s office in State College, PA during normal work hours (and as needed) to meet business requirements are encouraged to apply.

The company reserves the right to alter, change, modify and/or terminate this job posting at any time without advance notice, or obligation, to any party. No recruiters, please; principal applicants only.

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An equal opportunity employer and the largest seed investor in the region, Ben Franklin Technology Partners of Central & Northern PA (an initiative of the Pennsylvania Department of Community and Economic Development) has provided investment capital and business support services to Magnitude Instruments, LLC. Ben Franklin’s portfolio of funded companies is comprised of emerging startups as well as small manufacturers in varying stages of business growth and development. Regardless of size or revenue projections, these companies and Magnitude Instruments, LLC offer job opportunities as Equal Opportunity Employers-Minorities/Females/Vet/Disability. For information on the Ben Franklin program, visit https://cnp.benfranklin.org/.

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