Administrative Assistant

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

We are currently seeking an Administrative Assistant 2 to join our team in our Philadelphia, PA office. In this role, you will be part of a collaborative administrative team providing day-to-day support to consultants and corporate staff, along with general office and laboratory administrative support. This is an in-person, client-facing position that serves as a key point of contact for clients, visitors, consultants, and colleagues, requiring professionalism, sound judgment, and a welcoming presence.

The ideal candidate is a reliable team player with a positive, can-do attitude and strong work ethic. This individual is highly organized, detail-oriented, and eager to learn, with the ability to manage multiple priorities in a fast-paced environment.

Qualified candidates who are selected to participate in our screening process for this role will be asked to take an editorial assessment via Microsoft Word prior to a potential formal interview.

• Provide front-desk coverage, greet visitors, coordinate building access, and support visitor registration and badging
• Manage incoming and outgoing mail, FedEx/UPS shipments, courier requests, and receiving, including coordination of oversized or special deliveries
• Maintain office and coordinate orders with vendors and internal teams
• Maintain organized, professional common areas, including reception, supply and copy rooms, conference rooms, and pantry
• Coordinate conference rooms, support onsite meetings, interviews, user studies, and events with room setup, technology coordination, catering, and cleanup
• Coordinate service and repair requests for office equipment and assist with local IT, facilities, safety, and building-management needs
• Support office safety and compliance activities by maintaining administrative checklists, coordinating recurring inspections and drills, and helping keep local procedures and office resources current
• Contribute to a positive office culture by supporting employee events, engagement activities, and day-to-day hospitality

• Assist with organizing laboratory Standard Operating Procedures (SOPs), policy manuals, and compliance documentation in PolicyTech, including supporting review workflows and tracking staff training sign-offs

• Initiate and manage project setup in internal systems, including running conflict checks and coordinating project access
• Prepare retention letters, statements of work, and related project documentation
• Edit documents and reports for formatting, grammar, spelling, and overall clarity
• Organize project materials and maintain accurate project, document, and administrative records
• Support purchasing requests and accounts receivable follow-up
• Coordinate and manage calendars, meetings, and travel logistics
• Prepare expense reports and support credit-card reconciliation activities
• Respond to and anticipate consultant needs with timely administrative support, including ad hoc requests
• Serve as a professional point of contact for clients, visitors, vendors, and consultants, ensuring clear, timely, and accurate communication
• Ensure and maintain compliance with company policies across all project setup and documentation
• Leverage AI-enabled tools to enhance administrative processes, improve document quality, and streamline workflows. Partner with your manager to identify and implement practical solutions while ensuring accuracy, confidentiality, and adherence to company standards.
• Evaluate AI-generated outputs using sound judgment and domain expertise, ensuring work products are accurate, reliable, and aligned with business standards and requirements.

• Bachelor’s degree preferred
• 3+ years of administrative experience supporting teams and staff
• Professional services or law firm experience a plus
• Strong attention to detail with the ability to manage multiple priorities
• Proactive and adaptable, with the ability to anticipate needs in a fast-paced environment
• Strong written and verbal communication skills, including editing and proofreading
• Eager to learn and quickly adopt new systems and processes
• Able to prioritize, meet tight deadlines, and collaborate effectively across teams
• Demonstrates discretion, sound judgment, and professionalism when handling sensitive information
• Experience with AI-enabled tools to enhance productivity, improve work quality, and support business operations
• Understands the capabilities, limitations, and risks of AI tools and applies critical thinking to verify outputs and determine appropriate use cases
• Proficiency in Microsoft 365 (Word, Outlook, Excel, PowerPoint, Teams, Copilot)
• Familiarity with PolicyTech or a comparable document-management system is a plus
• Familiarity with Deltek Vantagepoint is a plus
• Ability to lift, push, and pull up to 20 lbs.

To learn more about life at Exponent and our impact, please visit the following links: 

https://www.exponent.com/careers/life-exponent 

https://www.exponent.com/company/our-impact 

Attracting, inspiring, developing, and rewarding exceptional people with diverse backgrounds and expertise are central to our corporate culture. Our diverse team allows us to provide better value to our clients and enjoy an enriched work environment.

Our firm is committed to offering a variety of programs and resources to support health and well-being. We believe that providing competitive benefits as well as compensation and recognition programs empowers our staff to do work that makes a difference. 

At Exponent, we have found that in-person interactions deepen employee engagement and are crucial for development, for realizing the full potential of our talented and diverse teams, and for​ building a more inclusive workplace where all have a sense of belonging. In our offices, you can expect a supportive culture and a collaborative, dynamic, multi-disciplinary work environment.