Administrative Assistant at Environmental Science Associates in Bend, Oregon, United States

Job description

• 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.
• 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!

Responsibilities

• 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
• 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

Requirements

• 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.

Skills

Required

• Advanced in Outlook and Word
• Proficient in Excel and PowerPoint
• Experience with Teams and Zoom
• Strong customer service
• Organizational skills
• Multitasking and prioritization
• Solution-oriented
• Reliable and detail-oriented
• Professional business etiquette

Benefits

• 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.
• ESA has established multiple pay ranges tailored to the economic factors in the geographies in which ESA staff reside. For this position, the range is approximately as listed based on our anticipated hiring locations as noted in the above job details. Actual compensation is determined by several factors including but not limited to an individual’s related experience, education, skills, and the city in which the applicant lives.
• CA Pay Transparency Clause
• $22 - $29 USD