Office and Events Coordinator

FirstLight Power; Burlington (MA); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Parental Leave

Health & Wellness

Mental Health Care

401(k) Match

FSA

HSA

PTO

Holidays

Professional Development

Employee Referral

Tuition Reimbursement

Charitable Matching

Volunteer Program

Job summary

FirstLight Power is seeking an experienced Office and Events Coordinator to support the executive team from our Burlington, MA location in a hybrid setup. The role includes calendar management, meeting coordination, and facilitating office operations for the corporate office.

The ideal candidate will plan company events, coordinate travel for the Executive team and Board, support HR initiatives, and develop processes that improve productivity while maintaining an engaging, welcoming work

Qualifications

• Bachelor’s degree in business administration or related field.
• 5+ years in Office Administration or working with C-Suite executives.
• Strong organizational skills in a fast-paced environment.
• Independence, accountability, professionalism, and flexibility.
• Proactive in progressing/improving processes.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate internal and external meetings (team, all-hands, offsite, 1-on-1).
• Prepare and coordinate materials (PowerPoint, communications, reports, org charts).
• Oversee office administrative tasks and facilities coordination, manage budget.
• Plan and facilitate quarterly off-site Board Meetings.
• Plan and facilitate company events (outings, trainings, parties).
• Develop recognition programs and events for employees and partners.
• Collaborate with cross-functional teams to maximize productivity.
• Support HR with HR admin tasks (performance reviews, payroll backup).
• Maintain a welcoming office environment across locations.
• Support Accounting with reporting, budgets, and invoicing.

Skills

Strong organizational skills

Excellent written and verbal comms

Interpersonal skills

Independent work

Initiative to improve processes

Education

Bachelor’s degree in business administration or related field

Tools

MS Office (Excel, PowerPoint, Word, Outlook, Visio)

IBM Maximo

ADP Workforce Now

Canva

Job description

Office and Events Coordinator

Location: Burlington, MA
Department: Administrative
Position Type: Full-Time
Job Type: Exempt (salaried)

About Us

FirstLight is a leading clean power producer, developer, and energy storage company serving North America. With a diversified portfolio that includes over 1.65 GW of operating renewable energy and energy storage technologies and a development pipeline with 4+ GW of solar, battery, hydro, onshore wind and offshore wind projects, FirstLight specializes in hybrid solutions that pair hydroelectric, pumped‑hydro storage, utility‑scale solar, large‑scale battery, and wind assets. The company’s mission is to accelerate the decarbonization of the electric grid by supporting the development, operation, and integration of renewable energy and storage to meet the world’s growing clean energy needs and deliver an electric system that is clean, reliable, affordable, and equitable.

Position Detail

We are seeking an experienced Office and Events Coordinator to work in a hybrid capacity based out of our Burlington, MA location. The role reports to the SVP, Corporate Operations and provides advanced administrative support to FirstLight’s Executive team, including calendar management, meeting coordination, and serving as the main point of contact. The Coordinator will also manage all office administration tasks for the corporate office and provide support to the Human Resources team. Additionally, the individual will identify and lead companywide initiatives to foster a strong culture, create process improvements, and support organizational growth.

Key Responsibilities Include, But Are Not Limited To:

• Coordinate internal and external meetings such as team meetings, all‑hands meetings, offsite meetings, and one‑on‑one meetings.
• Prepare and coordinate materials including PowerPoint presentations, internal/external communications, reports, organizational charts, and other documents.
• Oversee all office administrative tasks for the corporate office, manage office and facility supplies, coordinate with building management for maintenance services, and maintain the administrative budget.
• Plan and facilitate quarterly off‑site Board Meetings.
• Plan and facilitate all company events, including outings, trainings, and parties.
• Develop and plan creative and engaging recognition programs and events for employees and partners.
• Partner cross‑functionally with North and South Site Administrators to align processes, collaborate on projects, and maximize productivity.
• Support the HR department with HR administrative tasks such as performance review management and payroll backup.
• Maintain a clean, inviting, and welcoming environment in all areas of the corporate office.
• Support cross‑functional teams including HR, Legal, Finance, Operations, and Commercial teams with various projects as needed.
• Support Accounting with reporting functions including purchase card and expense reports, budget and forecasting for administrative functions, and invoicing.
• Coordinate travel arrangements for the Executive team and Board of Directors, including flights, hotels, transportation, agendas, itineraries, and expense report preparation and processing.
• Perform other duties and responsibilities as assigned.
• Comply with all FirstLight policies and procedures.

Job Qualifications / Skills

• Bachelor’s degree in business administration or a related field.
• 5+ years of experience in Office Administration or working with C‑Suite executives.
• Strong organizational skills with the ability to prioritize and manage multiple projects in a complex and fast‑paced environment.
• Proven ability to work independently with a high level of accountability, professionalism, and flexibility.
• Demonstrated ability to take initiative to progress/improve processes and functions.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to build positive working relationships across all levels and functions.
• Proficient experience in MS Office, particularly Excel, PowerPoint, Word, Outlook, and Visio.
• Experience with IBM Maximo is preferred.
• Experience with ADP Workforce Now is preferred.
• Experience with Canva or similar programs is preferred.
• Must have a valid, clean driver’s license and the ability to travel to sites and other locations as needed.

Benefits

• Comprehensive Medical, Dental, Vision, Life and Disability Insurance
• Paid Parental Leave
• Health and Wellness Programs
• Mental Health Care
• 401(k) with Employer Matching
• Flexible Spending Account
• Health Savings Account
• Annual Performance Incentive Plan
• Employee Assistance Program
• Generous Paid Time Off Plan
• Paid Holidays
• Professional Development
• Employee Referral Program
• Tuition Reimbursement
• Charitable Matching Program & Employer Sponsored Volunteer Program

FirstLight provides equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, age, sexual orientation, national origin, ancestry, disability, genetics, veteran status, or any other characteristic protected by state, federal, and local laws. In addition to federal law requirements, FirstLight complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.