Administrative Assistant (Hybrid)

North Carolina Advanced Energy Corporation•Raleigh, NC

11h•Hybrid

About The Position

North Carolina Advanced Energy Corporation (Advanced Energy) is a nonprofit energy consulting firm headquartered in Raleigh, NC. We strive to ensure that energy is clean, affordable, reliable, efficient, and safe for all people. We work with electric utilities; state, federal and local governments; manufacturers and a variety of public and private partners in five markets: residential, commercial and industrial, renewables, and electric transportation. At Advanced Energy, we know that our organization thrives only when our employees are valued and supported. You will be aided in your career goals and be put in a position to excel. You’ll work on teams that promote idea sharing and challenge you to learn and expand your expertise. You’ll also be encouraged to seek work-life balance, with flexible hybrid schedules and an array of leave options so you can spend time with family and pursue personal interests. We are also committed to fostering, cultivating and preserving a culture of community and belonging. Our staff is the most valuable resource we have, and we appreciate that our employees come from varied backgrounds, cultures, and experiences. By providing a supportive and respectful environment that promotes creativity and collaboration, Advanced Energy makes a lasting, positive difference in all of the work we do.

Requirements

High school diploma with 2+ years of administrative support experience is required.
An equivalent combination of education and relevant work experience may be considered.
Proficiency in Microsoft Office Software skills including Outlook, Word, Excel and OneNote is required.
Proficiency with virtual platforms, including Microsoft Teams and WebEx.
Must have excellent organizational skills, be very detailed oriented, take the initiative regarding assigned responsibilities, and be able to work independently and with minimal direction.
Must have a positive attitude, be able to multi-task and prioritize many activities, and have sensitivity in dealing with confidential information.

Responsibilities

Coordinate and perform administrative support activities for assigned business unit(s) and/or team(s).
Perform duties including welcoming visitors, accepting deliveries, providing information to callers and/or routing to other personnel, and mail distribution.
Maintain calendars and scheduling for business units and teams.
Create, update and maintain documents, reports and files (including presentations, graphs, spreadsheets, mailing lists, etc.) using MS Office software.
Perform data entry into applicable platforms.
Coordinate staff travel and lodging.
Respond to customer, supplier, vendor and public inquiries.
Troubleshoot and remedy office equipment issues and provide support to staff.
Transcribe minutes during meetings.
Provide back-up support for other administrative assistants as needed.
May assist with accounting processes such as processing credit card reconciliations and logging deposits.
Prepare check requests for payments.
May gather information to assist project manager in preparing invoices.
May assist with data collection, preparation and reporting.
May prepare and disseminate surveys to internal staff and/or external clients and compile information.
May recommend and coordinate vendors supplying AE with products or services such as coffee, office supplies, beverages, etc.
May assist Executive Assistant with facility management by coordinating with cleaning crew, landlord or other relevant parties to address concerns.
Provide USPS and FedEx shipping support.
Coordinate logistics for corporate events, workshops, social activities, etc. as requested.
Assist in marketing of events and process registrations.
Negotiate, secure and coordinate event venue and catering.
Prepare information and materials for events and/or workshops and disseminate to participants.
Ship materials for off-site trainings, events or conferences.
Provide event support by greeting guests, directing them to the proper location, preparing catering, and communicating with attendees.
Attend offsite events or workshops as needed.