Administrative Assistant

Exponent Inc.; Philadelphia (Philadelphia County); On-site; USD 55,000 - 80,000; Full time

Job summary

Exponent Inc. in Philadelphia, PA is seeking an Administrative Assistant 2 to join our in-person team. You will support consultants and staff with front-desk duties, document management, and project administration in a fast-paced laboratory and office environment.

The role emphasizes meticulous organization, professional communication, and the use of AI-enabled tools to improve workflows, with opportunities to grow your career through mentoring and cross-team collaboration.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of administrative experience supporting teams.
• Experience in professional services a plus.
• Strong attention to detail and ability to manage multiple priorities.
• Proactive and adaptable with new systems.
• Excellent written and verbal communication, including editing and proofreading.
• Ability to prioritize and meet tight deadlines.
• Discretion and professionalism with sensitive information.
• Experience with AI-enabled tools to boost productivity.
• Proficient with Microsoft 365 (Word, Outlook, Excel, PowerPoint, Teams, Copilot).
• Familiarity with PolicyTech or Deltek Vantagepoint is a plus.
• Ability to lift, push, and pull up to 20 lbs.

Responsibilities

• Provide front-desk coverage, greet visitors, coordinate building access, and support visitor registration and badging.
• Manage mail, shipments, courier requests, and receiving, including oversized or special deliveries.
• Maintain office and coordinate orders with vendors and internal teams.
• Maintain organized common areas, conference rooms, and pantry.
• Coordinate conference rooms, onsite meetings, interviews, user studies, and events.
• Coordinate service and repair requests for office equipment and assist with IT/facilities needs.
• Support safety and compliance activities with checklists and drills.
• Contribute to a positive office culture through events and hospitality.
• Organize SOPs, policy manuals, and compliance documentation in PolicyTech.
• Initiate and manage project setup, including conflict checks and access.
• Prepare retention letters, statements of work, and related documents.
• Edit documents for formatting, grammar, and clarity.
• Maintain project, document, and administrative records.
• Support purchasing requests and accounts receivable follow-up.
• Manage calendars, meetings, and travel logistics.
• Prepare expense reports and assist with credit-card reconciliation.
• Respond to consultant needs with timely administrative support.
• Serve as a professional contact for clients, visitors, vendors, and consultants.
• Ensure compliance with company policies across projects.
• Leverage AI tools to enhance processes and improve document quality.

Skills

3+ years admin experience

Attention to detail

Proactive

Editing and proofreading

Fast learner

Deadline management

Discretion and professionalism

AI-enabled tools experience

MS 365 proficiency

PolicyTech familiarity

Deltek Vantagepoint familiarity

Ability to lift up to 20 lbs

Communication skills

Education

Bachelor’s degree preferred

Tools

Microsoft 365

PolicyTech

Deltek Vantagepoint

Job description

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 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.

You will be responsible for

General Office Support

• 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

Laboratory Documentation Support

• 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

Consultant / Project Support

• 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.

You will have the following skills and qualifications

• 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.

Life @ Exponent

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.

Work Environment

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.

Salary Range

USD $55,000.00 - USD $80,000.00 /Yr.

Benefits you will enjoy

Access benefits information on our Life@Exponent page:

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

Exponent is a proud equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, veteran status, disability, sexual orientation, gender identity, or any other protected status.

If you need assistance or accommodation due to a disability, you may email us at [e-mail].

Job Locations

US-PA-Philadelphia