Sr. Administrative Assistant

Senior Administrative & Facilities Assistant

Location: Malvern, PA (Onsite)

Type: Full-Time

We are seeking a highly organized, proactive, and service-oriented Senior Administrative & Facilities Assistant to serve as the operational backbone of our Malvern, PA office. This role is the "heart of the office," ideal for a detail-driven professional who enjoys keeping a workplace running smoothly, solving problems before they arise, and creating a welcoming environment for both employees and visitors.

As a key member of our administrative and facilities team, you will provide high-level support across multiple departments, ensure our workplace is safe and efficient, and help maintain a positive, professional employee experience.

• Executive Partnering: Provide senior-level administrative support to leaders and cross-functional teams, including complex calendar management and meeting coordination.
• Documentation: Prepare high-level correspondence, reports, presentations, and other critical documentation.
• Financial Tasks: Process invoices, expense reports, and purchasing requests with high attention to detail.
• Engagement: Support company events, meetings, and internal employee engagement activities.

• Workplace Point of Contact: Serve as the primary contact for all facility-related needs, coordinating maintenance, repairs, and vendor management.
• Inventory & Assets: Maintain inventory of office supplies, equipment, and workspace assets; coordinate replenishment to ensure zero downtime.
• Logistics: Oversee mailroom operations, shipping/receiving, and office deliveries.
• Space Planning: Support office moves, renovations, and workstation assignments to optimize our physical environment.
• Safety & Compliance: Ensure full compliance with health, safety, and building regulations.

• Reception: Greet visitors and manage reception-related responsibilities with a professional, inclusive touch.
• Onboarding: Assist with new hire logistics, including workspace setup, access badges, and office tours to ensure a perfect "Day 1."

• Experience: 3-5+ years in administrative, office management, or facilities coordination roles, specifically supporting senior leadership.
• Technical
  
  Skills:
  
  Deep proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint) and other office software.
• Organization: Exceptional ability to manage multiple priorities simultaneously with a high degree of ownership.
• Communication: Excellent written and verbal communication skills.
• Physical Requirements: Ability to lift up to 25 lbs and support physical office tasks when needed.
• Mindset: A positive attitude, strong customer service orientation, and a proactive approach to problem-solving.

• Familiarity with facilities management systems or ticketing platforms.
• Direct experience coordinating office moves or space planning projects.

• Competitive compensation aligned with market rates and commensurate with education and experience.
• Comprehensive Benefits: A full package designed to support your health and well-being.
• Growth Potential: Opportunities for professional development within a growing organization.
• Culture: A collaborative, supportive, and mission-driven work environment.

* Applicants must be authorized to work for any employer in the US. We are unable to sponsor or assume responsibility for employment visa/work authorization at this time.

Greenbrook, a subsidiary of Neuronetics, is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship.

Greenbrook makes hiring decisions based solely on qualifications, merit,…