Administrative Assistant II (Boston, MA - US)

Responsibilities

• Cook up and maintain general order of physical office space
• 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
• Maintain supply levels, anticipate office needs, and coordinate timely orders for supplies and equipment
• 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
• Cook up and support employee onboarding and offboarding in collaboration with IT and People & Culture
• Cook up and coordinate travel arrangements by identifying appropriate routes and lodging options in alignment with Energy Solutions policy guidelines
• Cook up and ensure compliance with Workplace Experience processes, procedures, and company policies, including data confidentiality and record retention

Requirements

• 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

Qualifications

• Minimum of 1 year of administrative experience
• Foundational proficiency in administrative tasks as well as increasing responsibility
• Experience coordinating office or administrative workflows within established procedures
• Experience supporting meetings and events (logistics, vendor coordination, supplies/catering, communications) and following checklists and timelines
• Experience supporting facilities-related requests by routing requests and tracking status to completion
• Problem-solving skills (working proficiency) to resolve routine issues and escalate non-routine concerns appropriately within guidelines
• Event planning support, including coordinating logistics, tracking details, and supporting vendor communications
• 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
• Ability to work with minimal supervision 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

Skills

• Microsoft office: word, excel, and powerpoint

Pay

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.

Benefits

• Medical, dental and vision insurance
• Other pre-tax contribution plans
• Employee Stock Ownership Plan (ESOP)