Administrative Assistant II (Boston, MA - US)

About this role

Interested in joining a growing company where you will work with talented colleagues, enhance a supportive and energetic culture, and be part of the climate solution? At Energy Solutions, we focus on the big impacts. And we believe that market-based programs can be a powerful force to deliver large-scale energy, carbon, and water-use savings. Since 1995, we’ve harnessed that power to offer proven, performance-based solutions for our utility, government, and institutional customers.

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

The person filling this role will be required to work in a hybrid work environment based out of our Boston, MA office, with an expectation of being on-site three times per week.

Responsibilities include, but are not limited to:

• 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…