Reference #: 2610626a-2345-4a19-8137-74f724acfd23
Senior Administrative & Facilities Assistant
Location: Malvern, PA (Onsite)
Type: Full-Time
About the Role
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.
Key Responsibilities
Administrative Support
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.
Facilities & Office Operations
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.
Employee & Visitor Experience
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."
Qualifications
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.
Preferred Qualifications
Familiarity with facilities management systems or ticketing platforms.
Direct experience coordinating office moves or space planning projects.
What We Offer
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, orlocal 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, and/or business needs at the time.
We are committed to providing equal employment opportunities to individuals with disabilities and protected veterans.
Benefits Statement:Selected candidate will be eligible to participate in the Company's employee benefit plans, which currently include: health insurance; dental insurance; vision insurance; optional supplemental medical insurance; health savings and flexible spending accounts; company-paid life insurance and additional voluntary life insurance; company-paid short term disability and long term disability insurance; participation in a 401(k) savings and investment plan with company contribution; and paid time off for non-exempt salaried employees is calculated as .625 per pay period worked for vacation time and .29166 per pay period for personal time. Full-time exempt employees will be eligible for Flex-PTO, which allows time off without accrual. If applicable and required under state law, the successful candidate will also be eligible for paid sick leave. These benefits are subject to plan terms, company policies and are subject to change.
GBSP25
About Us
Neuronetics, Inc. is a leading mental health company dedicated to transforming lives through innovative treatments. Now joined with Greenbrook Mental Wellness Centers, we offer FDA-cleared NeuroStar TMS and Spravato therapies for major depressive disorder and treatment-resistant depression across 95+ clinics nationwide. Together, we're expanding access to life-changing care-combining cutting-edge technology with clinical expertise to make a real impact in the mental health space.
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. Neuronetics makes hiring decisions based solely on qualifications, merit, business needs at the time.
