Administrative Specialist (Chicago, IL -US)
Energy SolutionsChicago, Illinois
Full Time
Posted June 15, 2026
$34 - $38/hr
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Job Description
At Energy Solutions we believe in the importance of authentic interactions and equitable opportunities.
Key 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
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
- 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.
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