Administrative Project Manager

Administrative Project Manager

• Location: Mountain View, CA (100% Onsite - 5 days per week)
• Hours: Monday through Friday, 8:30 a.m. to 5:00 p.m.
• Reports To: Chief Human Resources Officer (CHRO)
• FLSA Status: Non-Exempt
• Salary Range: $60,000 - $90,000 annually

About SETI

At the SETI Institute, we aren't just looking at the stars we are actively trying to understand our place among them. Our mission is dedicated to advancing humanity's understanding of the universe through world-class scientific research, exploration, and discovery. We bring together a brilliant, passionate community of researchers, scientists, engineers, and innovators. To fuel our next giant leap, we need a team that matches our cosmic curiosity and can help us bring the world's finest scientific minds together.

About This Role

Every high-performing crew needs a commanding headquarters presence. We are seeking an upbeat, high-level Administrative Project Manager to serve as the face of the organization and the chief cultural ambassador for our Mountain View HQ. This is a crucial, 100% onsite position designed for an energetic executor who will act as the primary, polished point of contact for anyone stepping into our facility from visiting scientists and international dignitaries to internal executives and departments.

In this role, you will own the physical workplace experience and orchestrate complex administrative project workflows. You will smoothly triage HQ traffic, coordinate high-level logistics, and drive key operational initiatives for core business groups including Development, Communications, Finance, and Facilities. If you have an adaptable mindset, airtight tracking habits, and a passion for serving as a dynamic HQ anchor, you will be a vital partner in keeping our launchpad running flawlessly.

What You'll Do

• Serve as the Primary HQ Ambassador: Welcome and host all external guests, partners, and VIPs upon arrival, manage multi-line communications, and masterfully orchestrate our facility's visitor screening and registration security protocols.
• Drive Cross-Functional Project Support: Partner directly as an administrative project manager for core business functions, providing targeted workflow, asset, and data coordination to Finance, Development, Communications, and Facilities.
• Master Complex Meeting Logistics: Oversee HQ conference room calendars to eliminate scheduling conflicts, coordinate intricate meeting agendas, luncheons, and technical briefings, and ensure shared workspaces operate smoothly.
• Execute Special Initiatives: Act as an agile, independent project manager on special non-recurring and ongoing organizational initiatives, creating clear documentation to ensure seamless team execution.
• Synchronize HQ Frameworks: Take complete ownership of administrative pipelines, business documentation drafting, priority shipping tracking, inventory logistics, and use tools like Basecamp to monitor cross-departmental project milestones.

Who You Are

• An Operational Powerhouse: You bring a relentless "get-things-done" attitude, managing a diversified workload with independent judgment and a proactive willingness to take absolute ownership of assignments.
• An Upbeat Cultural Anchor: You possess an infectious positive attitude and an impeccable professional demeanor that immediately builds trust and collaboration with scientists, executives, and team members alike.
• An Adaptable Problem Solver: Shifting priorities don't rattle you. You look at a dynamic, fast-paced research environment as an exciting puzzle and easily pivot when organizational projects evolve.
• A Master Communicator: Your verbal and written skills are crisp, concise, and polished. You know how to tailor your communication effortlessly across all levels of internal staff and external constituents.
• An Organized Executor: You lean into high accountability, possess legendary follow-up habits, and find genuine satisfaction in building systems that keep project operations running like a finely tuned machine.

What We're Looking For

• 3+ years of experience in high-level administrative support, project coordination, office management, or an operationally intense business operations role.
• Proven ability to manage multiple overlapping administrative projects independently while following strict institutional procedures and practices.
• Superb digital workspace literacy, with deep proficiency across standard communication and file sharing platforms (Slack, Zoom, Dropbox, Google Workspace, and Microsoft 365).
• Documented background in calendar synchronization, cross-departmental logistics management, and drafting detailed business communications.
• Comfort working a fixed, highly accountable onsite schedule from 8:30 a.m. to 5:00 p.m., Monday through Friday.

What Will Make You Stand Out

• Prior experience supporting project operations within tech startups, research institutes, scientific ecosystems, or mission-driven nonprofits.
• Advanced spreadsheet mastery (Google Sheets and Microsoft Excel) paired with active experience building and utilizing project management pipelines inside Basecamp.
• A history of optimizing operational workflows, asset tracking, or data-integrity pipelines through automation or clever process design.
• High comfort level interacting with, and organizing programs for, executive leadership, planetary scientists, or technical engineering teams.
• Direct experience handling administrative logistics and progression metrics for heavily matrixed or multi-departmental corporate structures.

Compensation & Benefits

SETI offers a competitive compensation package including medical, dental, and vision coverage, retirement benefits, paid time off, professional development opportunities, and other employee programs.

• Expected Salary Range: $60,000 - $90,000 annually.

Actual compensation will be determined based on factors including skills, experience, qualifications, internal equity, geographic location, and business needs.

Equal Employment Opportunity

SETI is an Equal Opportunity Employer and is committed to fostering an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, pregnancy, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, genetic information, marital status, military or veteran status, or any other characteristic protected under applicable federal, state, or local laws.

Fair Chance Statement

Consistent with applicable law, including the California Fair Chance Act, qualified applicants with arrest or conviction records will be considered for employment.

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may change at any time based on organizational needs and business priorities.