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

Summary: Energy Solutions is a growing company focused on delivering large-scale energy, carbon, and water-use savings. They are seeking an Administrative Assistant II to support various general administrative tasks, serve as a point of contact for facility needs, and coordinate operational support among internal teams and external vendors. Responsibilities: - Act as a point of contact for facility needs, coordinating with vendors, building management, and maintenance to ensure a functional and orderly workspace - Manage office access and security protocols, greet visitors, and conduct quarterly audits of access badges to ensure site security - Provide front-office support by managing the main phone line, routing inquiries, and assisting with general staff requests - Monitor and maintain office inventory, anticipating supply needs and placing timely orders for equipment, snacks, and general supplies - Assist with budget administration by tracking monthly expenditures and ensuring office spending aligns with approved limits - Conduct quarterly compliance checks, including auditing first aid kits and updating internal resource documents - Coordinate logistics for All-Hands meetings, including vendor selection and meal planning - Maintain the 'Connectedness' project plan, providing regular status updates to the Senior Manager on office culture initiatives - Facilitate service improvements by conducting quarterly check-ins with stakeholders to gather feedback on administrative support - Participate in department meetings to stay aligned with team goals and share operational updates - Assist with event planning including vendor validation, travel management, and meal planning - Collaborate with internal stakeholders to produce event deliverables and manage facility security protocols and space tracking Required Qualifications: - High School degree or equivalent - 1 year of administrative experience that demonstrates foundational proficiency in administrative tasks as well as increasing responsibility - Advanced Beginner proficiency in the MS Office suite, including Outlook, Word, Excel, and PowerPoint (skills tests will be required during the interview process) - Skilled in managing daily office workflows, including calendar scheduling, task tracking, while ensuring all departmental procedures were followed and deadlines met - Experience in coordinating logistics for meetings and events, including managing vendor communications, catering, and onsite setup - Demonstrated experience serving as the point of contact for facilities requests, overseeing maintenance schedules and vendor visits from initial request to completion - Skilled at resolving routine operational issues independently and knowing exactly when to escalate complex concerns to management - Good understanding of event logistics and timeline management, with a track record of coordinating multiple moving parts for successful outcomes - Able to manage daily responsibilities with minimal supervision by following established processes and making sound, routine decisions - CPR and First Aid certified or willing to become certified Required Skills: MS Office, Outlook, Word, Excel, PowerPoint, Calendar scheduling, Task tracking, Event logistics, Facility management, CPR certification, First Aid certification Benefits: A generous retirement package, Medical, dental and vision insurance, Other pre-tax contribution plans, An Employee Stock Ownership Plan (ESOP)