Administrative Assistant - Front Desk & Lab Support

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

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.