Administrative Assistant

Environmental Science Associates (ESA) is a 100% employee-owned environmental consulting firm. We plan design permit mitigate and restore for projects across our communities infrastructure systems open spaces and wildlands. We are 50 years strong in 21 offices across California the Pacific Northwest and the Southeastern United States.

We are seeking a highly motivated and well-organized Administrative Assistant with at least 2 years of relevant experience to support operations for ESAs Portland Office and support regional requests. This is a part-time (24 hours per week/no benefits) non-exempt opportunity with 3 days per week in the Portland OR office. Qualified candidates must have the ability to travel occasionally and support administrative operations for offices in Portland OR and Bend OR as neededand possess a valid drivers license with a clean DMV record.

Who You Are

• You are an effective team member and proactive communicator savvy with the Office Suite of software to support multiple groups or managers in administrative clerical and production tasks. You enjoy working as part of a team are reliable take pride in your work and have fun while doing it!
• You have two years of professional experience in an administrative support position supporting multiple groups or managers in a similar setting with the following capabilities: You are knowledgeable in creating Word Excel and PowerPoint documents; you have excellent written communication skills in editing and proofreading with great business etiquette. You can create Excel tables that break down costs and inventory and keep track of the ongoing progress of projects/events. You are advanced in Outlook and Word and Proficient in Excel and PowerPoint. You have demonstrated confidence in your abilities filing record keeping scheduling and prepping for meetings managing calendars tracking supply and equipment inventory needs using a multi-function copier navigating the phone system and other general office equipment with ease and handling telephone calls. You need to have experience and be proficient with Outlook Teams and Zoom.
• You have a strong customer service background and are a disciplined self-starter who will join a collaborative team of multi-disciplined professionals in a dynamic and fast-paced environment. You can multitask prioritize and work independently and with a team you are solution-oriented.
• You hold at least an associates degree in communications business or a related field from a junior college community college or university or 2 years of equivalent work experience. Previous experience in a consulting environment is a plus.
• Expanding your knowledge and experience in a fast-paced multi-tasking environment is a high priority for you.
• Ability to travel occasionally and support administrative operations for offices in Seattle WA Portland OR and Bend OR as needed and possess a valid drivers license with a clean dept of licensing record.

What You Will Do for ESA

• Administrative Assistant works under the direction of the Regional Office Manager or an identified manager to perform a variety of administrative clerical and production services administrative support for all staff levels including creating and editing documents and correspondences (typing formatting proofreadingand distributing) preparing reports tracking expenditures maintaining and updating tables/filing handling incoming and outgoing mail and updating database systems.
• Communicate with employees clients vendors and other individuals on the phone and in-person to answer questions disseminate or explain information or to support teams.
• Set up meetings conferences and video calls manage calendars and appointment resources using MS Outlook Zoom and Teams.
• Maintain the inventory and operation of all office and field equipment; keep supplies stocked; purchase and troubleshoot equipment issues calling service when necessary. Keep all office communal areas organized and maintain organized records of all purchases. Be present in the office to welcome guests and receive deliveries and generally be available for in person tasks as needed.
• You will be in the office 3 days a week.
• Other ad hoc tasks as needed

Additional Responsibilities include:

• Requesting building service assistance when needed
• Support in onboarding new employees
• Rent for staff project needed vehicles
• Set up attendance to conferences and book needed lodging
• Arrange travel logistics needed for project teams (including air plane and boat transportation as needed)
• Greeting incoming guests putting them in touch with employees they are here to see
• Being professional in person and on all emails
• Taking responsibility for tasks done confirming completion of tasks given
• Maintaining the upkeep of conference rooms and communal areas e.g. rearranging chairs keep the tables empty and free of clutter wiping off any debris and sanitizing/disinfecting of high traffic areas
• Monitoring and managing conference room schedules
• Update and monitor all logs/templates/rosters etc.
• Answering the phone filtering and transferring calls to the right employee
• Maintaining the operation of coffee machines dishwashers and water dispensers by means of regular cleaning disposing of liquid/compost waste and troubleshooting
• Sorting and distributing of mail and packages daily alerting staff of incoming mail
• Assisting with conference room/vehicle/laptop/equipment/hotel reservations and travel arrangements
• Ability to remotely support Employee Owners who are working from home
• Proof/Double-checking all work
• Setting up for events such as monthly meetings happy hours special holiday in-house/out of house parties client meetings by purchasing and arranging food/drinks decorating
• Providing support to the employees running the meetings and clean up afterwards
• Procuring equipment PPE supplies field equipment etc.
• Employee relations via weekly inventory and purchasing of supplies for the offices in the region
• Assisting with the production of deliverables such as hole-punching binding and delivering when in a pinch
• Keeping all printers and copiers stocked with paper and toner. Troubleshooting and/or calling the service if necessary
• Participate in regional admin pool tasks
• Organized and maintained the supply room
• Must be self-motivated able to work alone as well as in a team
• Able to lift a minimum of 50lbs

Whats Special About ESA

Joining ESA means becoming part of a close-knit team of environmental professionals who contribute to outstanding projects improve environmental stewardship and advance a more sustainable and resilient future for our communities and wild places.

At ESA we provide benefits such as medical dental and vision insurance (paid at 70% for you AND your family) annual allocations of company share through our ESOP a 401(k) plan with company match and paid vacation sick leave and holidays to name a few.

We also provide specific programs whether you want to further your technical expertise sharpen your business acumen or help lead the next generation of employee-owners. We want to support you in reaching your career goals through tuition reimbursement professional development bonuses and attendance at conferences.

Who We Are

We are a 100% employee-owned environmental consulting firm who values diversity and inclusion and celebrate the differences that make each of us unique. Our culture is built on mutual respect recognizing that our variety of backgrounds experiences and perspectives leads to better solutions which fosters our continued success for our employee-owners and clients.

In accordance with ESAs duty and responsibility to provide and maintain a safe workplace that is free of known hazards and to minimize the exposure to potential hazards any employee who works from an ESA office or conducts any other in-person ESA work-related activity is required to submit their proof of vaccination status or have received an approved exemption and accommodation in states which this applies.

Please note: We do NOT accept unsolicited resumes from agencies

If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the abilityor unable to usethe online application system and need an alternative method for applying you may contact our Human Resources Department via email:for assistance.

Please include the following in your message so we can promptly address your request:

• Full name
• The best method to contact you (phone number and/or email address)
• Title of Job Position Applied
• Description of your accommodation request

ESA is an Equal Opportunity Employer committed to a diverse and inclusive work environment. (EOEM/V/F/D)