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 Los Angeles Office and support regional requests working less than 30 hours per week averaged quarterly.
Who 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 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; have excellent written communication skills in editing and proofreading with great business etiquette. You can create Excel tables that breakdown costs, inventory and keep track of on-going 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 phone system and other general office equipment with ease, and rolling telephone calls. Needs to have experience and be well 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 multi-task, prioritize, and work independently and with a team, you are solution oriented.
You hold at least an associate’s degree in communications, business, or 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.
You have the ability to travel and support administrative operations for offices in Pasadena and Irvine as needed, as well as a valid driver’s license with a clean DMV 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.
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 (air, plane, and boat)
- 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 dispenser by ways of regular cleaning, disposing of liquid/compost waste, and troubleshooting
- Sorting and distributing of mail and packages daily, alert 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, vehicle rentals and hotel reservations for field staff
- Employee relations via weekly inventory and purchasing of supplies for the offices in the region
- Inventory and maintaining of office supplies via weekly purchase with our office supply vendors
- Assisting with production of deliverables such as hole-punching, binding, and delivering when in a pinch
- Keeping all printers and copiers stocked with paper and toner. Trouble shooting and or calling service if necessary
- Participate in regional admin pool tasks
- Organized and maintain the supply closet
- Must be self-motivated able to work alone as well as in a team
- Able to lift a minimum of 50lbs
- A skills test and or writing sample may be requested as a step in the interview process
What’s 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.
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.
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 ESA’s 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.
ESA is an Equal Opportunity Employer, committed to a diverse and inclusive work environment. (EOE M/V/F/D)
