Administrative Assistant II (Boston, MA - US)

Energysolutions; Boston (MA); Hybrid; USD 34,440 - 41,328; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Employee Stock Ownership Plan (ESOP)

Generous retirement package

Job summary

Energysolutions in Boston seeks an Administrative Assistant II to support the organization with various administrative tasks. The role serves as a point of contact for facility support, liaising between internal teams and vendors.

This position offers a hybrid work environment, requiring on-site presence three times a week. The candidate will manage supply levels, coordinate meetings, and ensure compliance with company policies.

Qualifications

• A minimum of 1 year of administrative experience.
• Experience in coordinating administrative workflows.
• Ability to support meetings and events logistics.
• Basic knowledge of standard office tools.
• Ability to work with minimal supervision.

Responsibilities

• Coordinate facility support and vendor communication.
• Order supplies and maintain inventory levels.
• Support employee onboarding and offboarding.
• Coordinate travel arrangements for employees.

Skills

Coordination of office workflows

Administrative tasks proficiency

Problem-solving skills

Event planning support

Education

High School degree or equivalent

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

Administrative Assistant II

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 act as a key liaison between internal teams, external vendors, and stakeholders to coordinate seamless operational support.

Work in a hybrid environment based out of our Boston, MA office, with an expectation of being on‑site three times per week.

Responsibilities

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

Minimum Qualifications

• 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, with the ability to resolve routine issues and elevate 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 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
• A skills assessment will be required as part of the interview process (Microsoft Office: Word, Excel, PowerPoint)

Compensation and Benefits

The hourly rate for this role is $25.00 to $30.00, with a target compensation of $25.00 to $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).

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.

Background Check and Reasonable Accommodations

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. 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 [e-mail].

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