Administrative Assistant II (Boston, MA - US)

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.

 

Responsibilities include, but are not limited to: 

• 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.

 

Minimum 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.

 

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).

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 accommodation@energy-solution.com.

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