Administrative Specialist (Chicago, IL -US)

<div class="content-intro"><p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">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.</span></p></div><p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Energy Solutions is looking for an <strong>Administrative Specialist, Workplace Experience</strong>, 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.</span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">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.</span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">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!</span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>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.&nbsp;</strong></span></p> <p>&nbsp;</p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>Responsibilities include, but are not limited to:&nbsp;</strong></span></p> <ul> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Lead&nbsp;day‑to‑day&nbsp;Workplace Experience operations, serving as the primary operational point of contact for events, facilities, administrative services, and workplace systems&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Delegate work and provide functional direction&nbsp;to administrative professionals, ensuring alignment with established procedures, timelines, and service standards&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Oversee execution of event planning activities, ensuring use of approved checklists, templates, budgets, timelines, and risk controls&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Maintain oversight of facilities and security operations&nbsp;for local and companywide offices, including vendor performance and access controls&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Validate compliance&nbsp;with administrative, event, and facilities SOPs and&nbsp;escalate gaps or risks&nbsp;to the Senior Manager, Workplace Experience&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Oversee financial alignment&nbsp;by reviewing expense processing, vendor invoicing coordination, and budget adherence within assigned authority&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Review quarterly audits&nbsp;(e.g., access, supplies, security controls) and support corrective actions&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Guide planning for&nbsp;organization-wide&nbsp;events, including&nbsp;All‑Hands, ensuring adherence to IDEA principles and established standards&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Own&nbsp;end-to-end&nbsp;event execution, from planning through delivery, using approved templates, checklists, Gatekeeper processes, and&nbsp;risk‑management&nbsp;practices&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Lead remote connectedness and workplace experience programs, coordinating&nbsp;cross-functional&nbsp;partners and tracking deliverables&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Serve as a trained Incident Response Leader, coordinating response actions, communications, and external emergency services as&nbsp;required&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Maintain and govern workplace systems, including SharePoint sites, Monday.com boards, automations, and reporting accuracy (MTD, QTD, YTD, YOY)&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Act with delegated authority in the Senior Manager’s absence, including processing timesheet approvals and reviewing expense reports within pre-approved limits</span></li> </ul> <p>&nbsp;</p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>Minimum Qualifications:&nbsp;</strong></span></p> <ul> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">High School degree or equivalent</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">4 years of progressively responsible administrative, workplace operations, or event management experience</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Demonstrated experience owning complex administrative or workplace functions&nbsp;with multi-site scope&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Proficient experience leading end-to-end events, including planning, vendor coordination, budgeting, execution, and post-event analysis&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Proficient experience supporting facilities, security, or office operations, including access coordination, vendor oversight, and issue escalation&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Experience supporting client-facing or revenue-generating operations through administrative or operational support&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Advanced communication skills with the ability to influence, set standards, and manage expectations across functions&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Advanced problem-solving skills with&nbsp;demonstrated&nbsp;judgment in high-impact or time-sensitive situations&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Ability to work independently with broad accountability and limited supervision&nbsp;</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Proficient use of workflow, documentation, and reporting tools to manage enterprise operations</span></li> <li style="font-family: 'times new roman', times, serif; font-size: 14pt;"><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">CPR and First Aid certified or willing to obtain; Incident Response training&nbsp;required</span></li> </ul> <p>&nbsp;</p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>The hourly range for this role is $34.00 - $38.00, with a target compensation of $34.00 - $36.00 based on experience and qualifications.</strong></span></p> <p>&nbsp;</p><div class="content-conclusion"><p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">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).</span></p> <p><span style="text-decoration: underline;"><strong><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">AI Use </span></strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">At Energy Solutions we believe in the importance of authentic interactions and equitable opportunities. We base our candidate selection on one’s own skills, knowledge, and experience. To ensure the integrity and fairness of our interview process, the use of artificial intelligence (AI) tools (including Generative AI) or other means to generate or assist with responses during interviews is strictly prohibited. This practice supports our commitment to create a transparent and equitable space where skills, knowledge and experience can truly shine.</span></p> <p><span style="text-decoration: underline;"><strong><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Equal Opportunity Employer</span></strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">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.</span></p> <p><span style="text-decoration: underline;"><strong><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Office Locations and a Remote Workforce</span></strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">Energy Solutions operates as a predominantly remote workforce with offices in&nbsp;&nbsp;</span><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><a class="c-link" href="https://energy-solution.com/contact-us/" target="_blank" data-stringify-link="https://energy-solution.com/contact-us/" data-sk="tooltip_parent">six different locations</a></span><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">. Employees who reside within 40 miles of an office (except New York) will be assigned to that location, though in-office attendance requirements may vary by team. At this time, we are not accepting applications from candidates residing in the following states: Delaware, Kentucky, Mississippi, Montana, Nebraska, and North Dakota.</span></p> <p><span style="text-decoration: underline; font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>Background Check Information</strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">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.</span></p> <p><span style="text-decoration: underline; font-family: 'times new roman', times, serif; font-size: 14pt;"><strong>Reasonable Accommodations&nbsp;</strong></span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;">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 <a href="mailto:accommodation@energy-solution.com">accommodation@energy-solution.com</a>.</span></p> <p><span style="font-family: 'times new roman', times, serif; font-size: 14pt;"><a href="https://energy-solution.com/wp-content/uploads/2023/07/ES-Privacy-Notice-for-Job-Applicants.pdf" target="_blank">Privacy Notice for Job Applicants&nbsp;</a></span></p> <p>&nbsp;</p> <p>&nbsp;</p></div>