Administrative Specialist (Chicago, IL -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 looking for an Administrative Specialist, Workplace Experience, to elevate our daily office operations and champion a vibrant work environment. In this high-impact role, you will be the driving force behind our workplace systems, facilities, administrative services, and internal events, ensuring a seamless and high-quality experience across our office locations.

Operating with autonomy, you will lead daily operations, conquer non-routine challenges, and serve as a vital mentor to our administrative team. You will have the opportunity to inspire others, assign meaningful work, and review team contributions to maintain our high standards of excellence.

As our central go-to professional, you will resolve time-sensitive issues, forge strong relationships with internal teams and external vendors, and innovate processes to boost efficiency. If you are a proactive problem-solver ready to create an exceptional, well-coordinated workplace that powers our team and supports our sustainability mission, we want to hear from you!

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

Responsibilities include, but are not limited to:

• Lead day‑to‑day Workplace Experience operations, serving as the primary operational point of contact for events, facilities, administrative services, and workplace systems

• Delegate work and provide functional direction to administrative professionals, ensuring alignment with established procedures, timelines, and service standards

• Oversee execution of event planning activities, ensuring use of approved checklists, templates, budgets, timelines, and risk controls

• Maintain oversight of facilities and security operations for local and companywide offices, including vendor performance and access controls

• Validate compliance with administrative, event, and facilities SOPs and escalate gaps or risks to the Senior Manager, Workplace Experience

• Oversee financial alignment by reviewing expense processing, vendor invoicing coordination, and budget adherence within assigned authority

• Review quarterly audits (e.g., access, supplies, security controls) and support corrective actions

• Guide planning for organization-wide events, including All‑Hands, ensuring adherence to IDEA principles and established standards

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