Administrative Assistant (Hybrid)

North Carolina Advanced Energy Corporation (Advanced Energy) is a nonprofit energy consulting firm headquartered in Raleigh, NC. We strive to ensure that energy is clean, affordable, reliable, efficient, and safe for all people. We work with electric utilities; state, federal and local governments; manufacturers and a variety of public and private partners in five markets: residential, commercial and industrial, renewables, and electric transportation.

About the role

Coordinate and perform administrative support activities for assigned business unit(s) and/or team(s).

Responsibilities

Administrative Support

• Perform duties including welcoming visitors, accepting deliveries, providing information to callers and/or routing to other personnel, and mail distribution.
• Maintain calendars and scheduling for business units and teams.
• Create, update and maintain documents, reports and files (including presentations, graphs, spreadsheets, mailing lists, etc.) using MS Office software.
• Perform data entry into applicable platforms.
• Coordinate staff travel and lodging.
• Respond to customer, supplier, vendor and public inquiries.
• Troubleshoot and remedy office equipment issues and provide support to staff.
• Transcribe minutes during meetings.
• Provide back-up support for other administrative assistants as needed.
• May assist with accounting processes such as processing credit card reconciliations and logging deposits.
• Prepare check requests for payments.
• May gather information to assist project manager in preparing invoices.
• May assist with data collection, preparation and reporting.
• May prepare and disseminate surveys to internal staff and/or external clients and compile information.
• May recommend and coordinate vendors supplying AE with products or services such as coffee, office supplies, beverages, etc.
• May assist Executive Assistant with facility management by coordinating with cleaning crew, landlord or other relevant parties to address concerns.
• Provide USPS and FedEx shipping support.

Events and Workshop Support

• Coordinate logistics for corporate events, workshops, social activities, etc. as requested.
• Assist in marketing of events and process registrations.
• Negotiate, secure and coordinate event venue and catering.
• Prepare information and materials for events and/or workshops and disseminate to participants.
• Ship materials for off-site trainings, events or conferences.
• Provide event support by greeting guests, directing them to the proper location, preparing catering, and communicating with attendees.
• Attend offsite events or workshops as needed.

Requirements

• High school diploma with 2+ years of administrative support experience is required. An equivalent combination of education and relevant work experience may be considered.
• Proficiency in Microsoft Office Software skills including Outlook, Word, Excel and OneNote is required.
• Proficiency with virtual platforms, including Microsoft Teams and WebEx.
• Must have excellent organizational skills, be very detailed oriented, take the initiative regarding assigned responsibilities, and be able to work independently and with minimal direction.
• Must have a positive attitude, be able to multi-task and prioritize many activities, and have sensitivity in dealing with confidential information.

Physical Demands / Work Conditions

• This job requires the individual to work indoors in a normal office environment.
• The duties and responsibilities of this position may include the ability to remain in a stationary position for long periods of time.
• The individual will operate the computer, printer and other office equipment to perform the job and may need to occasionally move about inside the office to access files, supplies and other office machinery.
• The individual will spend an extended number of hours in front of a computer screen and will frequently interact and communicate with internal and external customers. Must be able to exchange accurate information and express oneself in an appropriate manner.
• The job may require occasional lifting or moving of boxes or objects weighing up to 25 lbs.

Schedule

This is a hybrid position.

Pay

This is an hourly non-exempt position and you will receive separate or additional remuneration for work in excess of 40 hours per week.

Benefits

Visit our website for more information and a full list of employee benefits – www.advancedenergy.org/careers.