Administrative Assistant II - Oakland, CA

Energy Solutions - USA • Oakland, California, United States • 1d ago

Energy Solutions is seeking an Administrative Assistant II to join a team of administrative professionals that supports the organization with various general administrative tasks. This role will serve as the point of contact for general facility support partner with the property manager to ensure the building is maintained and acts as a key liaison between internal teams, external vendors, and stakeholders to coordinate seamless operational support.

This position is 100% onsite and requires the selected candidate to work from our Oakland office.

Responsibilities include, but are not limited to:

Coordinate facility support, maintain general order of physical office space, and serve as single point of contact for access, vendors, suppliers, and maintenance support.
Communicate with property managers and maintenance to resolve repairs and coordinate deep cleaning.
Monitor supply levels, anticipate office needs, and coordinate timely orders for supplies and equipment.
Monitor inventory and coordinate orders for office supplies and snacks.
Forecast meals aligned with IDEA values, coordinate vendors, and communicate with office staff for All-Hands meetings.
Perform first aid kit audits and update office-related public-facing documents (e.g., FAQs, internal client resources).
Collaborate with meeting hosts to reserve space, recommend room layouts, coordinate supplies and catering within budget, anticipate IT needs, and liaise with IT partners. Restore meeting spaces to standard layout after use.
Research and recommend event options, validate quality and policy alignment, coordinate travel and accommodations, recommend inclusive meal options, and collaborate with event architects to deliver required materials. Track and coordinate access to company space and security materials.
Support expense payments by processing requests for approved expenses and prepare accurate expense reports for Finance.
Support employee onboarding and offboarding in collaboration with IT and People & Culture.
Coordinate travel arrangements by identifying appropriate routes and lodging options in alignment with Energy Solutions policy guidelines.
Ensure compliance with Workplace Experience processes, procedures, and company policies, including data confidentiality and record retention.

Minimum Qualifications:

High School degree or equivalent.
A minimum of 1 year of administrative experience that demonstrates foundational proficiency in administrative tasks as well as increasing responsibility.
Working experience coordinating office or administrative workflows (e.g., scheduling, ordering, documenting requests, tracking tasks) within established procedures.
Working experience supporting meetings and events (logistics, vendor coordination,
supplies/catering, communications) and following checklists and timelines.
Basic experience supporting facilities-related requests (e.g., access, maintenance, vendor visits) by routing requests and tracking status to completion.
Strong problem-solving skills (working proficiency), with the ability to resolve routine issues and escalate non-routine concerns appropriately within guidelines.
Working knowledge of event planning support, including coordinating logistics, tracking details, and supporting vendor communications.
Working knowledge of confidentiality practices, with demonstrated ability to handle sensitive information with discretion and professionalism.
Basic knowledge of standard office tools (email, calendars, documents, spreadsheets) to coordinate schedules, maintain trackers, and support documentation needs.
Demonstrated ability to work with minimal supervision (working proficiency) by following established processes, making routine decisions, and communicating when support or escalation is needed.
CPR and First Aid certified or willing to become certified.
A skills assessment will be required as part of the interview process (Microsoft office: word, excel, and power point).