Administrative Assistant II (Boston, MA - US) at Energy Solutions

<div class="content-intro"><p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Interested in joining a growing company where you will work with talented colleagues, enhance a supportive and energetic culture, and be part of the climate solution? At Energy Solutions, we focus on the big impacts. And we believe that market-based programs can be a powerful force to deliver large-scale energy, carbon, and water-use savings. Since 1995, we’ve harnessed that power to offer proven, performance-based solutions for our utility, government, and institutional customers.</span></p></div><p style="line-height: 1.5;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Energy Solutions is seeking an&nbsp;<strong>Administrative Assistant II</strong> to join a team of administrative professionals that supports the organization with various general administrative tasks. This role will serve as the point of contact for general facility support partner with the property manager to ensure the building is maintained and acts as a key liaison between internal teams, external vendors, and stakeholders to coordinate seamless operational support.</span></p> <p style="line-height: 2;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;"><strong>The person filling this role will be required to work in a hybrid work environment based out of our Boston, MA office, with an expectation of being on-site three times per week.&nbsp;</strong></span></p> <p style="line-height: 2;">&nbsp;</p> <p style="line-height: 2;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;"><strong>Responsibilities include, but are not limited to:&nbsp;</strong></span></p> <ul> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Coordinate facility support, maintain general order of physical office space, and serve as single point of contact for access, vendors, suppliers, and maintenance support</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Communicate with property managers and maintenance to resolve repairs and coordinate deep cleaning</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Monitor supply levels, anticipate office needs, and coordinate timely orders for supplies and equipment</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Monitor inventory and coordinate orders for office supplies and snacks</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Forecast meals aligned with IDEA values, coordinate vendors, and communicate with office staff for All-Hands meetings</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Perform first aid kit audits and update office-related public-facing documents (e.g., FAQs, internal client resources)</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Collaborate with meeting hosts to reserve space, recommend room layouts, coordinate supplies and catering within budget, anticipate IT needs, and liaise with IT partners. Restore meeting spaces to standard layout after use</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Research and recommend event options, validate quality and policy alignment, coordinate travel and accommodations, recommend inclusive meal options, and collaborate with event architects to deliver required materials. Track and coordinate access to company space and security materials</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Support expense payments by processing requests for approved expenses and prepare accurate expense reports for Finance</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Support employee onboarding and offboarding in collaboration with IT and People &amp; Culture</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Coordinate travel arrangements by identifying appropriate routes and lodging options in alignment with Energy Solutions policy guidelines</span></li> <li style="font-size: 14pt; font-family: 'times new roman', times, serif;"><span style="font-size: 14pt; font-family: 'times new roman', times, serif;">Ensure compliance with Workplace Experience processes, procedures, and company policies, including data confidentiality and record retention</span></li> </ul> <p style="line-height: 2;">&nbsp;</p> <p style="line-height: 2;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>Minimum Qualifications:&nbsp;</strong></span></p> <ul> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">High School degree or equivalent</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">A minimum of 1 year of administrative experience that demonstrates foundational proficiency in administrative tasks as well as increasing responsibility</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Working experience coordinating office or administrative workflows (e.g., scheduling, ordering, documenting requests, tracking tasks) within established procedures</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Working experience supporting meetings and events (logistics, vendor coordination, supplies/catering, communications) and following checklists and timelines</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Basic experience supporting facilities-related requests (e.g., access, maintenance, vendor visits) by routing requests and tracking status to completion</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Strong problem-solving skills (working proficiency), with the ability to resolve routine issues and escalate non-routine concerns appropriately within guidelines</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Working knowledge of event planning support, including coordinating logistics, tracking details, and supporting vendor communications</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Working knowledge of confidentiality practices, with demonstrated ability to handle sensitive information with discretion and professionalism</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Basic knowledge of standard office tools (email, calendars, documents, spreadsheets) to coordinate schedules, maintain trackers, and support documentation needs</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">Demonstrated ability to work with minimal supervision (working proficiency) by following established processes, making routine decisions, and communicating when support or escalation is needed</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">CPR and First Aid certified or willing to become certified</li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt; line-height: 1.5;">A skills assessment will be required as part of the interview process (Microsoft office: word, excel, and powerpoint)</li> </ul> <p>&nbsp;</p> <p style="line-height: 2;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>The hourly range for this role is $25.00 - $30.00, with a target compensation of $25.00 - $28.50 based on experience and qualifications</strong></span></p><div class="content-conclusion"><p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Compensation is commensurate with experience and includes a generous retirement package. Energy Solutions provides an excellent benefits package including medical, dental and vision insurance, other pre-tax contribution plans and an Employee Stock Ownership Plan (ESOP).</span></p> <p><span style="text-decoration: underline;"><strong><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">AI Use </span></strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">At Energy Solutions we believe in the importance of authentic interactions and equitable opportunities. We base our candidate selection on one’s own skills, knowledge, and experience. To ensure the integrity and fairness of our interview process, the use of artificial intelligence (AI) tools (including Generative AI) or other means to generate or assist with responses during interviews is strictly prohibited. This practice supports our commitment to create a transparent and equitable space where skills, knowledge and experience can truly shine.</span></p> <p><span style="text-decoration: underline;"><strong><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Equal Opportunity Employer</span></strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Energy Solutions is an affirmative action-equal opportunity employer and prohibits discrimination and harassment of any type. We afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristics protected by law. Energy Solutions conforms to the spirit as well as to the letter of all applicable laws and regulations.</span></p> <p><span style="text-decoration: underline;"><strong><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Office Locations and a Remote Workforce</span></strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Energy Solutions operates as a predominantly remote workforce with offices in&nbsp;&nbsp;</span><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><a class="c-link" href="https://energy-solution.com/contact-us/" target="_blank" data-stringify-link="https://energy-solution.com/contact-us/" data-sk="tooltip_parent">six different locations</a></span><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">. Employees who reside within 40 miles of an office (except New York) will be assigned to that location, though in-office attendance requirements may vary by team. At this time, we are not accepting applications from candidates residing in the following states: Delaware, Kentucky, Mississippi, Montana, Nebraska, and North Dakota.</span></p> <p><span style="text-decoration: underline; font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>Background Check Information</strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Information will be requested to perform the compulsory background check. A drug screen and authorization to work in the U.S. indefinitely are preconditions of employment. Energy Solutions is an equal opportunity employer.</span></p> <p><span style="text-decoration: underline; font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>Reasonable Accommodations&nbsp;</strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Energy Solutions is committed to providing access and reasonable accommodation for individuals with disabilities. If you require accommodations in completing this application, interviewing, and/or completing any pre-employment testing, or otherwise participating in the employee selection process, please email <a href="mailto:[email protected]">[email protected]</a>.</span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><a href="https://energy-solution.com/wp-content/uploads/2023/07/ES-Privacy-Notice-for-Job-Applicants.pdf" target="_blank">Privacy Notice for Job Applicants&nbsp;</a></span></p> <p>&nbsp;</p> <p>&nbsp;</p></div>