Facilities and Events Associate

Job Description

We are looking for a highly reliable, detail-oriented Facilities and Workplace Associate to support the day-to-day operations of our corporate office in downtown Charlottesville, serving approximately 200 employees. This role is central to delivering a seamless, high-quality workplace experience within a dynamic and collaborative corporate environment.

This position is ideal for someone who thrives at the intersection of event execution and office management, enjoys being hands‑on while bringing structure, creativity, and attention to detail to their work. The incumbent will anticipate needs, keep operations running smoothly, and create environments where people feel supported and engaged.

• Maintain office readiness: clean, stocked, organized, and fully functional at all times
• Execute room setups, office moves, and basic space adjustments
• Support vendor coordination and resolve day‑to‑day facility issues quickly and professionally
• Manage and order supplies, snacks, mail, and deliveries with strong attention to detail
• Project manage and execute our two annual Company Weeks, oversee weekly hybrid morning All Hands meetings, and coordinate a wide range of internal events throughout the year—from ad hoc team lunches to large‑scale company gatherings
• Own volunteer days (Spring and Fall), including coordination, logistics, and communication
• Manage event and workplace‑related administrative processes, including budgeting, invoice tracking, vendor coordination, and expense reconciliation
• Help create a welcoming, high‑functioning environment for employees and visitors
• Maintain and elevate the look, feel, and flow of shared spaces (cleanliness, organization, energy)
• Identify and implement small improvements that enhance the day‑to‑day workplace experience
• Provide general administrative support across Facilities, Events, and broader People Operations as needed
• Support execution of internal communications (posting updates, maintaining digital screens, coordinating messaging across teams)
• Help ensure key information is shared clearly, consistently, and in a timely manner across office and remote teams
• Maintain and reinforce human connection touchpoints through thoughtful, well‑executed communication and coordination
• Assist with light project coordination and follow‑through to keep initiatives moving forward

• 2+ years of experience in office operations, facilities, events, hospitality, and/or administrative support
• Demonstrated ability to plan and execute projects end‑to‑end—able to manage timelines, coordinate details, and reliably follow through on commitments
• Highly organized and proactive, with a track record of managing multiple priorities, shifting needs, and small details without losing momentum, while maintaining a pleasant attitude
• Comfortable working in a hands‑on, in‑office role that may involve physical setup, movement throughout the space, and real‑time problem solving
• Clear and professional communicator, with the ability to interact effectively with colleagues, vendors, and guests; good writing skills preferred
• Collaborative and team‑oriented, with a positive attitude and a willingness to step in and support wherever needed
• Full‑time in‑office, based in Charlottesville, VA

• A mission‑driven, energetic environment
• Collaborative and driven professional workforce committed to supporting your ideas and feedback and accelerating your potential
• Ongoing support and guidance such as on‑the‑job learning, hands‑on experience, and mentorship
• Training, strategies, and tools to support your personal and professional growth
• Team atmosphere of diverse professionals committed to making an impact as an organization
• Opportunities to volunteer and give back to our local communities
• Exceptional benefits such as medical and dental; 401(k) with corporate match
• Base and bonus commensurate with experience
• Responsible Paid Time Off plus standard company holidays
• High‑deductible health plans, dental and vision insurance, short‑term and long‑term disability, group life insurance, flexible spending arrangements, company‑paid parking and cell phone, fitness and wellness corporate discounts
• Works primarily traditional office hours in an indoor office environment; flexible work hours allowed when business operations permit
• At this time, Apex will not sponsor a new applicant for employment authorization for this position

Apex Clean Energy, Inc. is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.