Administrative Assistant II (Boston, MA - US)

Administrative Assistant II

Boston, Massachusetts, 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 seeking an Administrative Assistant II 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.

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.

Responsibilities include, but are not limited to:

• Coordinate facility support, maintain general order of physical office space, and serve as single point of contact for access, vendors, suppliers, and maintenance support
• Communicate with property managers and maintenance to resolve repairs and coordinate deep cleaning
• Monitor supply levels, anticipate office needs, and coordinate timely orders for supplies and equipment
• Monitor inventory and coordinate orders for office supplies and snacks
• Forecast meals aligned with IDEA values, coordinate vendors, and communicate with office staff for All-Hands meetings
• Perform first aid kit audits and update office-related public-facing documents (e.g., FAQs, internal client resources)
• 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
• 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
• Support expense payments by processing requests for approved expenses and prepare accurate expense reports for Finance
• Support employee onboarding and offboarding in collaboration with IT and People & Culture
• Coordinate travel arrangements by identifying appropriate routes and lodging options in alignment with Energy Solutions policy guidelines
• Ensure compliance with Workplace Experience processes, procedures, and company policies, including data confidentiality and record retention

Minimum Qualifications:

• High School degree or equivalent
• A minimum of 1 year of administrative experience that demonstrates foundational proficiency in administrative tasks as well as increasing responsibility
• Working experience coordinating office or administrative workflows (e.g., scheduling, ordering, documenting requests, tracking tasks) within established procedures
• Working experience supporting meetings and events (logistics, vendor coordination, supplies/catering, communications) and following checklists and timelines
• Basic experience supporting facilities-related requests (e.g., access, maintenance, vendor visits) by routing requests and tracking status to completion
• Strong problem-solving skills (working proficiency), with the ability to resolve routine issues and escalate non-routine concerns appropriately within guidelines
• Working knowledge of event planning support, including coordinating logistics, tracking details, and supporting vendor communications
• Working knowledge of confidentiality practices, with demonstrated ability to handle sensitive information with discretion and professionalism
• Basic knowledge of standard office tools (email, calendars, documents, spreadsheets) to coordinate schedules, maintain trackers, and support documentation needs
• Demonstrated ability to work with minimal supervision (working proficiency) by following established processes, making routine decisions, and communicating when support or escalation is needed
• CPR and First Aid certified or willing to become certified
• A skills assessment will be required as part of the interview process (Microsoft office: word, excel, and powerpoint)

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

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).

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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