Administrative Specialist; Chicago, IL

Administrative Specialist (Chicago, IL
-US)

At Energy Solutions we believe in the importance of authentic interactions and equitable opportunities.

• 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 company wide offices, including vendor performance and access controls
• Validate compliance with administrative, event, and facilities SOPs and elevate 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,  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

• 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.