Administrative Specialist (Chicago, IL -US)

Energy Solutions - USA•Chicago, IL

4h•$34 - $38•Hybrid

About The Position

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.

Requirements

High School degree or equivalent
4 years of progressively responsible administrative, workplace operations, or event management experience
Demonstrated experience owning complex administrative or workplace functions with multi-site scope
Proficient experience leading end-to-end events, including planning, vendor coordination, budgeting, execution, and post-event analysis
Proficient experience supporting facilities, security, or office operations, including access coordination, vendor oversight, and issue escalation
Experience supporting client-facing or revenue-generating operations through administrative or operational support
Advanced communication skills with the ability to influence, set standards, and manage expectations across functions
Advanced problem-solving skills with demonstrated judgment in high-impact or time-sensitive situations
Ability to work independently with broad accountability and limited supervision
Proficient use of workflow, documentation, and reporting tools to manage enterprise operations
CPR and First Aid certified or willing to obtain; Incident Response training required

Responsibilities

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
Own end-to-end event execution, from planning through delivery, using approved templates, checklists, Gatekeeper processes, and risk‑management practices
Lead remote connectedness and workplace experience programs, coordinating cross-functional partners and tracking deliverables
Serve as a trained Incident Response Leader, coordinating response actions, communications, and external emergency services as required
Maintain and govern workplace systems, including SharePoint sites, Monday.com boards, automations, and reporting accuracy (MTD, QTD, YTD, YOY)
Act with delegated authority in the Senior Manager’s absence, including processing timesheet approvals and reviewing expense reports within pre-approved limits