Facilities and Events Associate

About the role

The Facilities and Events Associate supports the day-to-day operations of Apex Clean Energy’s corporate office in downtown Charlottesville, Virginia, serving approximately 200 employees. This role is central to delivering a seamless, high-quality workplace experience.

Responsibilities

• Maintain office readiness: clean, stocked, organized, and fully functional at all times
• Execute room setups, office moves, and basic space adjustments
• Support vendor coordination and resolve day-to-day facility issues quickly and professionally
• Manage and order supplies, snacks, mail, and deliveries with strong attention to detail
• Project manage and execute two annual Company Weeks, oversee weekly hybrid Morning All Hands meetings, and coordinate a wide range of internal events throughout the year
• Own volunteer days (Spring and Fall), including coordination, logistics, and communication
• Manage event and workplace-related administrative processes, including budgeting, invoice tracking, vendor coordination, and expense reconciliation
• Help create a welcoming, high-functioning environment for employees and visitors
• Maintain and elevate the look, feel, and flow of shared spaces (cleanliness, organization, energy)
• Identify and implement small improvements that enhance the day-to-day workplace experience
• Provide general administrative support across Facilities, Events, and broader People Operations as needed
• Support execution of internal communications (posting updates, maintaining digital screens, coordinating messaging across teams)
• Help ensure key information is shared clearly, consistently, and in a timely manner across office and remote teams
• Aid in the creation of thoughtful, well-executed communication and coordination touchpoints
• Assist with light project coordination and follow-through to keep initiatives moving forward

Qualifications

• 2+ years of experience in office operations, facilities, events, hospitality, and/or administrative support
• Demonstrated ability to plan and execute projects end-to-end—able to manage timelines, coordinate details, and reliably follow through on commitments
• Hightly organized and proactive, with a track record of managing multiple priorities, shifting needs, and small details without losing momentum, while maintaining a pleasant attitude
• Comfortable working in a hands-on, in-office role that may involve physical setup, movement throughout the space, and real-time problem solving
• Clear and professional communicator, with the ability to interact effectively with colleagues, vendors, and guests. Good writing skills preferred
• Collaborative and team-oriented, with a positive attitude and a willingness to step in and support wherever needed