Administrative Assistant

About the Role

MDPI USA is seeking a motivated Administrative Assistant to provide comprehensive support to our management team and assist with the day-to-day operations of our Philadelphia office. This is a full-time, permanent, in-office position.

As part of our dynamic publishing organization, you will play a key role in supporting our team and contributing to a productive, organized, and engaging work environment.

Key Responsibilities
The Administrative Assistant will report to the Head of Business Development and will be responsible for a variety of tasks, including but not limited to:

• Acting as the administrative liaison between headquarters, peer offices, and external vendors

• Researching potential society and institutional partnerships and sending outreach/prospecting emails

• Scheduling, coordinating, and managing meetings, appointments, and company events

• Supporting office operations, including ordering supplies, managing inventory, and maintaining office spaces

• Assisting with budgeting, invoice processing, expense tracking, and financial record-keeping

• Managing office assets, records, and filing systems to ensure accuracy and compliance

• Maintaining company databases, spreadsheets, and internal documentation

• Handling incoming calls, emails, and correspondence professionally

• Supporting company culture initiatives and team-building activities

• Assisting the Head of Business Development with preparing presentations, reports, and meeting materials as required

• Coordinating mail, package deliveries, and travel arrangements

• Supporting projects, including coordinating activities, monitoring deadlines, and following up on deliverables

Requirements

Education

• Bachelor’s or Master’s degree in Management, Business, or a related field

Skills and Experience

• Minimum of 1 year of experience in an administrative or project management role (experience in publishing or professional services is an asset)

• Excellent written and verbal communication skills

• Strong organizational skills with exceptional attention to detail and the ability to multitask

• Effective time management skills and the ability to meet deadlines in a fast-paced environment

• Flexibility and adaptability to manage shifting priorities

• Ability to handle confidential information with discretion

• Strong initiative, follow-through, and problem-solving skills

• Ability to quickly learn new systems, processes, and technologies

Compensation & Benefits

The salary for this position is $50,000 per year. MDPI USA offers a comprehensive benefits package in accordance with company policies.

Training & Development

Successful candidates will receive full training and will work closely with the management team.

This role offers an excellent opportunity to begin your career in a dynamic, multinational organization that values talent, enthusiasm, and professional growth.

Join MDPI USA

This is an exciting entry-level opportunity to join a global publishing company with a collaborative and fast-paced work environment. We offer professional development opportunities, exposure to diverse projects, and clear pathways for career advancement within a multinational organization.

Equal Opportunity Statement

MDPI is an equal opportunity employer and complies with the Americans with Disabilities Act (ADA). We are committed to providing reasonable accommodations throughout the recruitment, selection, and employment process. If you require accommodation at any stage of the hiring process, please inform us, and we will work with you to meet your needs.