Administrative Specialist (Chicago, IL -US)

Administrative Specialist

Chicago, Illinois, United States

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.

Energy Solutions is looking for an Administrative Specialist, Workplace Experience, to elevate our daily office operations and champion a vibrant work environment. In this high-impact role, you will be the driving force behind our workplace systems, facilities, administrative services, and internal events, ensuring a seamless and high-quality experience across our office locations.

Operating with autonomy, you will lead daily operations, conquer non-routine challenges, and serve as a vital mentor to our administrative team. You will have the opportunity to inspire others, assign meaningful work, and review team contributions to maintain our high standards of excellence.

As our central go-to professional, you will resolve time-sensitive issues, forge strong relationships with internal teams and external vendors, and innovate processes to boost efficiency. If you are a proactive problem-solver ready to create an exceptional, well-coordinated workplace that powers our team and supports our sustainability mission, we want to hear from you!

The person filling this role will be required to work in a hybrid work environment based out of our Chicago, IL office, with an expectation of being on-site three times per week.

Responsibilities include, but are not limited to:

• Lead day-to-day Workplace Experience operations, serving as the primary operational point of contact for events, facilities, administrative services, and workplace systems
• Delegate work and provide functional direction to administrative professionals, ensuring alignment with established procedures, timelines, and service standards
• Oversee execution of event planning activities, ensuring use of approved checklists, templates, budgets, timelines, and risk controls
• Maintain oversight of facilities and security operations for local and companywide offices, including vendor performance and access controls
• Validate compliance with administrative, event, and facilities SOPs and escalate gaps or risks to the Senior Manager, Workplace Experience
• Oversee financial alignment by reviewing expense processing, vendor invoicing coordination, and budget adherence within assigned authority
• Review quarterly audits (e.g., access, supplies, security controls) and support corrective actions
• Guide planning for organization-wide events, including All-Hands, ensuring adherence to IDEA principles and established standards
• Own end-to-end event execution, from planning through delivery, using approved templates, checklists, Gatekeeper processes, and risk-management practices
• Lead remote connectedness and workplace experience programs, coordinating cross-functional partners and tracking deliverables
• Serve as a trained Incident Response Leader, coordinating response actions, communications, and external emergency services as required
• Maintain and govern workplace systems, including SharePoint sites, Monday.com boards, automations, and reporting accuracy (MTD, QTD, YTD, YOY)
• Act with delegated authority in the Senior Manager's absence, including processing timesheet approvals and reviewing expense reports within pre-approved limits

Minimum Qualifications:

• High School degree or equivalent
• 4 years of progressively responsible administrative, workplace operations, or event management experience
• Demonstrated experience owning complex administrative or workplace functions with multi-site scope
• Proficient experience leading end-to-end events, including planning, vendor coordination, budgeting, execution, and post-event analysis
• Proficient experience supporting facilities, security, or office operations, including access coordination, vendor oversight, and issue escalation
• Experience supporting client-facing or revenue-generating operations through administrative or operational support
• Advanced communication skills with the ability to influence, set standards, and manage expectations across functions
• Advanced problem-solving skills with demonstrated judgment in high-impact or time-sensitive situations
• Ability to work independently with broad accountability and limited supervision
• Proficient use of workflow, documentation, and reporting tools to manage enterprise operations
• CPR and First Aid certified or willing to obtain; Incident Response training required

The hourly range for this role is $34.00 - $38.00, with a target compensation of $34.00 - $36.00 based on experience and qualifications.

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).

AI Use

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.

Equal Opportunity Employer

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.

Office Locations and a Remote Workforce

Energy Solutions operates as a predominantly remote workforce with offices in six different locations. 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.

Background Check Information

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.

Reasonable Accommodations

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 View email address on click.appcast.io.

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