Administrative Assistant

environmentalscienceassociates; Bend (OR); Hybrid; USD 25,000 - 39,000; Part time

Job summary

Environmental Science Associates (ESA) seeks a highly organized Administrative Assistant to support the Portland and Bend offices. This part-time role (24 hours/week) requires travel occasional ly, filing, calendar management, and strong MS Office skills.

You will assist multiple teams with document creation, proofreading, and meeting coordination. Ideal candidates have 2+ years in administrative support, an associate's degree or equivalent, and experience with Outlook, Teams, Zoom, and Office

Qualifications

• Two years of professional administrative support experience.
• Associate's degree in communications, business, or related field, or 2 years of equivalent work experience.
• Proficient with Office Suite and capable of drafting documents, editing, and proofreading.

Responsibilities

• Provide administrative, clerical, and production support for staff and managers.
• Manage calendars, schedule meetings, and coordinate video calls using Outlook, Zoom, and Teams.
• Handle mail, filing, inventory, and supplies; greet guests in the office; support travel logistics as needed.
• Assist with onboarding and travel arrangements for project teams; maintain organized records.

Skills

Office suite proficiency

Customer service mindset

Calendar management

Multitasking

Written and verbal communication

Team collaboration

Education

Associate's degree or 2 years equivalent

Tools

Outlook

Teams

Zoom

Word

Excel

PowerPoint

Job description

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 ESA's 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 needed , and possess a valid driver's 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 associate's 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 driver's 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, proofreading, and 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