Administrative Assistant

Boston, MA
North America – Business Services /
Full-time /
From three brands to one vision. 
Edison Energy, and affiliated companies Alfa Energy and Altenex Energy, recently united under one new global name and brand - Trio. Trio provides integrated strategy and implementation services – in sustainability, renewables, energy procurement, conventional supply, energy optimization and transportation electrification – to help the world’s largest organizations meet their strategic, financial, and sustainability goals. 
In October 2022, Alfa Energy, which began operations in the UK in 1995 and later expanded into a number of countries in Europe, joined the Edison Energy group in order to provide integrated sustainability and energy advisory services to clients across North America and Europe. 
We made the decision to unify under a single global name and brand as a way to accelerate the company’s approach to serving clients by providing you with a set of integrated sustainability and energy offerings across diverse sectors and geographies. 
With our new name and brand, we look forward to continuing our progress towards fulfilling our strategic vision and purpose - to guide the world’s largest businesses at every step of their decarbonization journeys. 
The Trio family of companies are wholly owned subsidiaries of Edison International (NYSE: EIX). 

Position Overview:

The Administrative Assistant will support executives and teams throughout the organization.  This position will work primarily with the Global Energy Advisory and Sustainability Teams on the development and execution of initiatives/ events throughout their life cycle. They will provide support in a number of areas including travel planning, expense reporting, event planning, PowerPoint presentations, office oversight, a variety of administrative tasks and support on special projects.  

This position is a hybrid role with expectations to work two days a week in our Boston Office, three days a week remotely.

Responsibilities and Essential Duties:  

General Administrative Support

    • Manages complex and constantly changing calendars, prioritizing meetings based on importance/urgency and taking into consideration the need for preparation and travel time 
    • Coordinates cross organizational meetings and events over multiple/international time zones, both internal and external (EE hosted client receptions, All Hands luncheons, employee appreciation events and recognition). 
    • Establishes and maintains key working relationships with individuals both internal and external to the company; interfaces with all levels of the organization with professionalism, tact, and confidentiality.  
    • Deals with highly confidential and sensitive information 
    • Performs multiple, concurrent tasks requiring a high attention to detail with minimal supervision 
    • Drafts, proofreads, edits, and reformats presentations, spreadsheets, and reports (including charts and tables) using Power Point and Excel, and correspondence (including email, letters, and Word documents) using MS Word 
    • Prepares, maintains, and organizes files, including presentations, correspondence, documents, and other materials, to ensure the executive can retrieve and gain access to necessary materials in an organized manner 
    • Processes expense reports, procurement and requisitions, timekeeping, and invoices utilizing Concur. Reconciles data (e.g., invoices, credit card statements, spreadsheet data, etc.), identifies inconsistencies and inaccuracies, and takes needed corrective action 
    • Actively and willingly supports other members of the Business Services team 
    • Assists the Leadership Team members in the office and as assigned 
    • Assists Marketing on special projects as requested 
    • Onboards new employees in Concur, send new hire emails, and update New Hire Spreadsheet 
    • Serves as lead administrator for Employee Gift Matching program 

Event and Program Planning and Support

    • Coordinates cross organizational meetings and events, both internal and external (EE hosted client receptions, All Hands luncheons, employee appreciation events and recognition. 
    • Liaison with Marketing and Sales teams to manage conference logistics, including event calendar maintenance support, registration, and registrant logistics 
    • Responsible for the planning and administration of the Rotational Analyst Development (RAD) program which canvases employees across the globe 
    • Some travel may be required 

In Office Duties

    • Serves as main point of contact for daily Boston activities 
    • Responsible for ordering all office and kitchen supplies and keeping it orderly (stock fridge, fill snacks, maintain inventory, etc.). 
    • Serve as floor warden in office environment on Safety team and responsible for providing orientation of workplace (department areas, restrooms, printers, conference rooms, kitchen, fire exits and emergency evacuation points) 
    • Responsible for setting up contracts and documents for signature via DocuSign 
    • Manage all aspects of mail and shipping (sort, distribute, prepare / send/ track UPS shipments) 
    • Serves as lead administrator of office maintenance and guest management systems(e.g.,Boston Office Portal, ProxyClick) 
    • Serves as travel arranger for executives, candidates and others as requested. Books air, hotel, car, and train 
    • Responsible for maintaining seating charts and working with managers on seating arrangements, when applicable 

Education and Experience:

    • College degree preferred 
    • 1-2 years of experience performing administrative, secretarial, and clerical functions preferred 
    • Experience/interest in energy as a service; willing to dive into content as well as process, and administrative duties 

Skills and Abilities:

    • Supporting all levels in the organization including the executive level staff 
    • Supporting small projects across organizational boundaries 
    • Processing invoices, creating and processing expense reports 
    • Create MS Forms upon request and as needed to support events and special projects 
    • Preparing meeting notices over multiple time zones, and following up on action items for all levels of management 
    • Meet and greet internal/external clients and/or vendors 
    • E-mail and calendaring applications (e.g., Outlook,Teams,  MailChimp) 
    • Planning and organizing multiple assignments, tasks, and projects, including complex and constantly changing calendars and adjusting to changing priorities 
    • Strong verbal and written communication skills, including editing for proper sentence structure, grammar, spelling and punctuation 
    • Ability to work independently, as well as in a team environment, to interact effectively and collaboratively with clients, peers, management, and other work units 
    • Advanced experience using MS Excel, PowerPoint, Word, Teams, SharePoint, SnagIt and Adobe Acrobat / Nitro 
    • Ability to follow Edison safety protocols and safe work practices 
    • Must have the ability to integrate work across relevant areas, manage information, and provide exceptional service to internal and external customers 
    • Must demonstrate effective resource and project planning, decision making, results delivery, teambuilding, and the ability to stay current with relevant technology and innovation 
    • Strong ethics, interpersonal skills, communication, and the ability to effectively manage stress and engage in continuous learning required 
    • Anticipate the office and executives’ needs– always looking to go above and beyond to make everyone’s job easier 
$25 - $31.25 an hour
Edison Energy offers a competitive and comprehensive compensation and benefits package where you’ll be rewarded based on your performance and recognized for the value you bring to the business. 
The hourly range listed represents Edison Energy’s good faith estimate for this position and represents the minimum and maximum for new hire salaries across all U.S. locations.  An employee’s rate of pay within the range is determined based on the successful applicant’s education, experience, knowledge, skills, and abilities in addition to geographic location and demonstrated performance over time. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer.  Please keep in mind that the range stated above is the full base salary range for the role.  Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. 
Edison Energy reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant’s sex or other status protected by local, state, or federal law. You may also be eligible to participate in a discretionary annual incentive program, subject to the rules governing the program, whereby an award, if any, depends on various factors, including, without limitation, individual and organizational performance. 
Additional Company Information

Edison Energy is committed to building a diverse and inclusive workplace. We are a proud Equal Opportunity Employer and will not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national original, age, disability, protected veteran status or any other protected status.   
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.   
The Company is now requiring all employees to be fully vaccinated against COVID-19, both for safety and business reasons.  During the final stage of the interview process you will be required to disclose your COVID vaccination status and provide proof of vaccination to Human Resources.  The Company will consider requests for exemptions from the vaccination requirement for medical and religious reasons, though not all such requests will necessarily be approved.    
NOTE: Edison Energy Group is not the same company as Southern California Edison, the utility, and Edison Energy Group is not regulated by the California Public Utilities Commission.