Administrative Assistant
Environmental Science Associates · Bend, OR · 3 wk ago
Administrative$22–$29/hrInternship
We need to output HTML fragment with sections: headings for section headings like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections if posting has real specific content. We must preserve all substantive info, no boilerplate, no navigation, EEO, etc. Remove duplicated lines. Must not repeat job title as heading. No Job ID. Must not create sections with filler like "commensurate with experience". Must not create Pay/Schedule/Benefits unless posting actually states them.
Let's extract content.
Job description: Environmental Science Associates (ESA) is a 100% employee-owned environmental consulting firm... 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.
Then "Who You Are" section: description of candidate attributes, skills, experience, etc.
Then "What You Will Do For ESA" describing duties.
Then "Additional Responsibilities Include" list.
Then "What’s Special About ESA" describing benefits: medical, dental, 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, tuition reimbursement, professional development bonuses, attendance at conferences. Also mention pay ranges: CA Pay Transparency Clause $22—$29 USD. Also note part-time (24 hours per week/no benefits) earlier contradictory? Actually earlier says part-time (24 hours per week/no benefits). But later benefits described. Might be inconsistency; but we must preserve all substantive info. The part-time says no benefits, but later says benefits. We'll keep both as stated.
Schedule: 3 days per week in Portland office, part-time 24 hours per week.
Pay: CA Pay Transparency Clause $22—$29 USD. Also note ESA has established multiple pay ranges tailored to economic factors; for this position, range approx as listed based on anticipated hiring locations. So we have pay range.
Benefits: medical, dental, vision insurance (70% paid), ESOP allocations, 401(k) match, paid vacation, sick leave, holidays, tuition reimbursement, professional development bonuses, conference attendance.
We need sections: About the role (maybe summary), Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule.
We must not create sections with filler. We have content for each.
Let's craft:
for section headings like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections if posting has real specific content. We must preserve all substantive info, no boilerplate, no navigation, EEO, etc. Remove duplicated lines. Must not repeat job title as heading. No Job ID. Must not create sections with filler like "commensurate with experience". Must not create Pay/Schedule/Benefits unless posting actually states them.
Let's extract content.
Job description: Environmental Science Associates (ESA) is a 100% employee-owned environmental consulting firm... 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.
Then "Who You Are" section: description of candidate attributes, skills, experience, etc.
Then "What You Will Do For ESA" describing duties.
Then "Additional Responsibilities Include" list.
Then "What’s Special About ESA" describing benefits: medical, dental, 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, tuition reimbursement, professional development bonuses, attendance at conferences. Also mention pay ranges: CA Pay Transparency Clause $22—$29 USD. Also note part-time (24 hours per week/no benefits) earlier contradictory? Actually earlier says part-time (24 hours per week/no benefits). But later benefits described. Might be inconsistency; but we must preserve all substantive info. The part-time says no benefits, but later says benefits. We'll keep both as stated.
Schedule: 3 days per week in Portland office, part-time 24 hours per week.
Pay: CA Pay Transparency Clause $22—$29 USD. Also note ESA has established multiple pay ranges tailored to economic factors; for this position, range approx as listed based on anticipated hiring locations. So we have pay range.
Benefits: medical, dental, vision insurance (70% paid), ESOP allocations, 401(k) match, paid vacation, sick leave, holidays, tuition reimbursement, professional development bonuses, conference attendance.
We need sections: About the role (maybe summary), Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule.
We must not create sections with filler. We have content for each.
Let's craft:
About the role
: paragraph summarizing: Environmental Science Associates (ESA) is a 100% employee-owned environmental consulting firm... seeking Administrative Assistant for Portland Office, part-time 24 hrs/week, 3 days/week in office, occasional travel to Portland, Bend, maybe Seattle, valid driver's license.
Responsibilities
: combine "What You Will Do For ESA" and "Additional Responsibilities Include". Use - for list.
We need to ensure we don't duplicate. We'll list duties.
Requirements
: maybe combine "Who You Are" experience, education, driver's license, ability to travel, etc.
Qualifications
: maybe education: associate's degree or equivalent experience.
Skills
: software proficiency: Office Suite, Outlook, Teams, Zoom, Excel advanced, etc.
Benefits
: list benefits.
Pay
: pay range $22—$29 USD (CA Pay Transparency Clause) plus note about pay ranges based on location.
Schedule
: part-time 24 hours per week, 3 days per week in Portland office.
We must avoid duplication. Ensure we preserve all substantive info: mention occasional travel to Seattle, WA as well? In "Who You Are" later: Ability to travel occasionally and support administrative operations for offices in Seattle, WA, Portland, OR and Bend, OR as needed. Also earlier: support operations for Portland Office and regional requests; qualified candidates must have ability to travel occasionally and support administrative operations for offices in Portland, OR and Bend, OR as needed. So include Seattle.
Also mention clean DMV record, later "clean dept of licensing record". We'll combine.
Also mention ability to lift minimum 50lbs.
Also mention self-motivated, able to work alone/team.
Also mention "Organized and maintained the supply room" etc.
We'll include relevant items.
Now produce HTML.
We must not include any markdown fences. Just raw HTML.
Let's craft.
Check for boilerplate removal: remove EEO, equal opportunity, scam warning, navigation, cookie, legal, unsolicited resumes note, accommodation request, etc. Also remove "We are a 100% employee-owned environmental consulting firm who values diversity..." that's part of "Who We Are" maybe considered boilerplate? It's about culture; could be considered substantive? It's about company values; maybe keep as part of About the role? But it's more about company culture; could be considered "About ESA". However instructions: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate. The diversity statement is not EEO but could be considered boilerplate? It's about culture; maybe keep as part of About the role? The "What’s Special About ESA" already covers benefits and culture. The "Who We Are" paragraph about diversity and inclusion might be considered boilerplate but it's substantive about culture. I'd keep it maybe under About the role.
But we must not repeat job title as heading. Already not.
Now produce final HTML.
Let's draft:
About the role
Environmental Science Associates (ESA) is a 100% employee‑owned environmental consulting firm with 21 offices across California, the Pacific Northwest, and the Southeastern United States. We are seeking a highly motivated and well‑organized Administrative Assistant to support the Portland, OR office and regional requests. This is a part‑time position (24 hours per week) requiring three days per week in the Portland office, with occasional travel to offices in Portland, Bend, and Seattle. A valid driver’s license with a clean record is required.
Responsibilities
- Create, edit, format, proofread, and distribute documents and correspondence (Word, Excel, PowerPoint).
- Prepare reports, track expenditures, maintain and update tables/filing systems.
- Handle incoming and outgoing mail and packages; sort and distribute daily.
- Update database systems and maintain logs/templates/rosters.
- Communicate with employees, clients, vendors, and visitors via phone and in‑person.
- Set up meetings, conferences, and video calls; manage calendars and appointment resources using Outlook, Zoom, and Teams.
- Maintain inventory and operation of office and field equipment; keep supplies stocked; purchase and troubleshoot equipment, arranging service when needed.
- Keep office communal areas organized; maintain conference rooms (rearrange chairs, clear tables, wipe debris, sanitize/disinfect high‑traffic areas).
- Monitor and manage conference room schedules.
- Request building service assistance when needed.
- Support onboarding of new employees.
- Arrange travel logistics for project teams (air, boat, ground transportation) and book lodging.
- Greet incoming guests and direct them to appropriate staff.
- Maintain operation of coffee machines, dishwashers, and water dispensers (cleaning, waste disposal, troubleshooting).
- Answer, filter, and transfer phone calls to the correct employee.
- Assist with conference room, vehicle, laptop, equipment, and hotel reservations.
- Provide remote support to employee‑owners working from home.
- Proof‑check all work.
- Set up for events (monthly meetings, happy hours, holiday parties, client meetings) by purchasing food/drinks, decorating, supporting meeting leads, and cleaning up afterward.
- Procure equipment, PPE, field supplies, etc.
- Participate in regional admin pool tasks; organize and maintain the supply room.
- Lift a minimum of 50 lbs when required.
Requirements
- At least 2 years of relevant administrative experience supporting multiple groups or managers.
- Associate’s degree in communications, business, or a related field, or 2 years of equivalent work experience.
- Valid driver’s license with a clean DMV/dept of licensing record.
- Ability to travel occasionally to Portland, Bend, and Seattle offices as needed.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) – advanced in Outlook and Word, proficient in Excel and PowerPoint.
- Experience with Outlook, Teams, and Zoom for communication and scheduling.
- Strong written communication skills, including editing, proofreading, and business etiquette.
- Ability to create Excel tables for cost and inventory tracking and to monitor project/event progress.
- Demonstrated confidence in filing, record keeping, scheduling, meeting preparation, calendar management, and supply/equipment inventory.
- Strong customer service background; disciplined self‑starter; solution‑oriented; able to multitask, prioritize, and work independently or as part of a team.
- Previous experience in a consulting environment is a plus.
Qualifications
Associate’s degree in communications, business, or a related field from a junior college, community college, or university, or equivalent work experience.
Skills
- Advanced proficiency in Microsoft Outlook and Word.
- Proficient in Excel (creating tables, tracking costs/inventory) and PowerPoint.
- Skilled in using Microsoft Teams and Zoom for meetings and collaboration.
- Excellent written communication, editing, and proofreading abilities.
- Strong business etiquette and interpersonal skills.
- Ability to manage calendars, schedule meetings, and coordinate resources.
- Experience with office equipment (multi‑function copier, phone system, etc.) and troubleshooting.
- Organized, detail‑oriented, and able to maintain accurate records.
- Self‑motivated, reliable, and able to work both independently and within a team.
Benefits
- Medical, dental, and vision insurance (paid at 70% for employee and family).
- Annual allocations of company share through the ESOP (employee stock ownership plan).
- 401(k) plan with company match.
- Paid vacation, sick leave, and holidays.
- Tuition reimbursement.
- Professional development bonuses.
- Attendance at conferences supported.
Pay
CA Pay Transparency Clause indicates a pay range of approximately $22–$29 USD per hour. Actual compensation is based on related experience, education, skills, and the geographic location of the applicant; ESA maintains multiple pay ranges tailored to regional economic factors.
Schedule
Part‑time schedule: 24 hours per week, with three days per week required in the Portland, OR office. Occas
Requirements
: maybe combine "Who You Are" experience, education, driver's license, ability to travel, etc.Qualifications
: maybe education: associate's degree or equivalent experience.Skills
: software proficiency: Office Suite, Outlook, Teams, Zoom, Excel advanced, etc.Benefits
: list benefits.Pay
: pay range $22—$29 USD (CA Pay Transparency Clause) plus note about pay ranges based on location.Schedule
: part-time 24 hours per week, 3 days per week in Portland office. We must avoid duplication. Ensure we preserve all substantive info: mention occasional travel to Seattle, WA as well? In "Who You Are" later: Ability to travel occasionally and support administrative operations for offices in Seattle, WA, Portland, OR and Bend, OR as needed. Also earlier: support operations for Portland Office and regional requests; qualified candidates must have ability to travel occasionally and support administrative operations for offices in Portland, OR and Bend, OR as needed. So include Seattle. Also mention clean DMV record, later "clean dept of licensing record". We'll combine. Also mention ability to lift minimum 50lbs. Also mention self-motivated, able to work alone/team. Also mention "Organized and maintained the supply room" etc. We'll include relevant items. Now produce HTML. We must not include any markdown fences. Just raw HTML. Let's craft. Check for boilerplate removal: remove EEO, equal opportunity, scam warning, navigation, cookie, legal, unsolicited resumes note, accommodation request, etc. Also remove "We are a 100% employee-owned environmental consulting firm who values diversity..." that's part of "Who We Are" maybe considered boilerplate? It's about culture; could be considered substantive? It's about company values; maybe keep as part of About the role? But it's more about company culture; could be considered "About ESA". However instructions: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate. The diversity statement is not EEO but could be considered boilerplate? It's about culture; maybe keep as part of About the role? The "What’s Special About ESA" already covers benefits and culture. The "Who We Are" paragraph about diversity and inclusion might be considered boilerplate but it's substantive about culture. I'd keep it maybe under About the role. But we must not repeat job title as heading. Already not. Now produce final HTML. Let's draft:About the role
Environmental Science Associates (ESA) is a 100% employee‑owned environmental consulting firm with 21 offices across California, the Pacific Northwest, and the Southeastern United States. We are seeking a highly motivated and well‑organized Administrative Assistant to support the Portland, OR office and regional requests. This is a part‑time position (24 hours per week) requiring three days per week in the Portland office, with occasional travel to offices in Portland, Bend, and Seattle. A valid driver’s license with a clean record is required.
Responsibilities
- Create, edit, format, proofread, and distribute documents and correspondence (Word, Excel, PowerPoint).
- Prepare reports, track expenditures, maintain and update tables/filing systems.
- Handle incoming and outgoing mail and packages; sort and distribute daily.
- Update database systems and maintain logs/templates/rosters.
- Communicate with employees, clients, vendors, and visitors via phone and in‑person.
- Set up meetings, conferences, and video calls; manage calendars and appointment resources using Outlook, Zoom, and Teams.
- Maintain inventory and operation of office and field equipment; keep supplies stocked; purchase and troubleshoot equipment, arranging service when needed.
- Keep office communal areas organized; maintain conference rooms (rearrange chairs, clear tables, wipe debris, sanitize/disinfect high‑traffic areas).
- Monitor and manage conference room schedules.
- Request building service assistance when needed.
- Support onboarding of new employees.
- Arrange travel logistics for project teams (air, boat, ground transportation) and book lodging.
- Greet incoming guests and direct them to appropriate staff.
- Maintain operation of coffee machines, dishwashers, and water dispensers (cleaning, waste disposal, troubleshooting).
- Answer, filter, and transfer phone calls to the correct employee.
- Assist with conference room, vehicle, laptop, equipment, and hotel reservations.
- Provide remote support to employee‑owners working from home.
- Proof‑check all work.
- Set up for events (monthly meetings, happy hours, holiday parties, client meetings) by purchasing food/drinks, decorating, supporting meeting leads, and cleaning up afterward.
- Procure equipment, PPE, field supplies, etc.
- Participate in regional admin pool tasks; organize and maintain the supply room.
- Lift a minimum of 50 lbs when required.
Requirements
- At least 2 years of relevant administrative experience supporting multiple groups or managers.
- Associate’s degree in communications, business, or a related field, or 2 years of equivalent work experience.
- Valid driver’s license with a clean DMV/dept of licensing record.
- Ability to travel occasionally to Portland, Bend, and Seattle offices as needed.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) – advanced in Outlook and Word, proficient in Excel and PowerPoint.
- Experience with Outlook, Teams, and Zoom for communication and scheduling.
- Strong written communication skills, including editing, proofreading, and business etiquette.
- Ability to create Excel tables for cost and inventory tracking and to monitor project/event progress.
- Demonstrated confidence in filing, record keeping, scheduling, meeting preparation, calendar management, and supply/equipment inventory.
- Strong customer service background; disciplined self‑starter; solution‑oriented; able to multitask, prioritize, and work independently or as part of a team.
- Previous experience in a consulting environment is a plus.
Qualifications
Associate’s degree in communications, business, or a related field from a junior college, community college, or university, or equivalent work experience.
Skills
- Advanced proficiency in Microsoft Outlook and Word.
- Proficient in Excel (creating tables, tracking costs/inventory) and PowerPoint.
- Skilled in using Microsoft Teams and Zoom for meetings and collaboration.
- Excellent written communication, editing, and proofreading abilities.
- Strong business etiquette and interpersonal skills.
- Ability to manage calendars, schedule meetings, and coordinate resources.
- Experience with office equipment (multi‑function copier, phone system, etc.) and troubleshooting.
- Organized, detail‑oriented, and able to maintain accurate records.
- Self‑motivated, reliable, and able to work both independently and within a team.
Benefits
- Medical, dental, and vision insurance (paid at 70% for employee and family).
- Annual allocations of company share through the ESOP (employee stock ownership plan).
- 401(k) plan with company match.
- Paid vacation, sick leave, and holidays.
- Tuition reimbursement.
- Professional development bonuses.
- Attendance at conferences supported.
Pay
CA Pay Transparency Clause indicates a pay range of approximately $22–$29 USD per hour. Actual compensation is based on related experience, education, skills, and the geographic location of the applicant; ESA maintains multiple pay ranges tailored to regional economic factors.
Schedule
Part‑time schedule: 24 hours per week, with three days per week required in the Portland, OR office. Occas