Office Administrator

The Office Administrator will assist with general office activities to support the office workflow within our Manufacturing facilities. You will be the day-to-day face of the office, providing outstanding customer service to all levels of employees, ensuring the smooth running of our office operations. This role is an in-person role based at our Wilmington, Massachusetts location.

RESPONSIBILITIES:

Office Management:

• Planning, coordinating and overseeing contractors and vendors who execute maintenance tasks on equipment and infrastructure
• Maintain upkeep of lobby, conference rooms, break rooms, and other common areas
• Ensure the office is fully stocked with necessary supplies and equipment
• Ensures that the office is maintained and kept clean and organized (includes prioritizing work for janitorial staff and reminding internal employees on office guidelines)
• Schedules and coordinates meetings and events for assigned groups, to include scheduling rooms, ordering meals, managing audio visual tools, taking notes, etc.
• Maintains the site badging system, to include creating badges, updating access and system codes on the security system.
• Provide general support to visitors
• Acts as a member and key contributor to the site Events team & Safety Committee
• Completes special projects and initiatives with skillful oversight and support
• Coordinates office personnel relocations and new hires workstation setup
• Supports other functions, as needed

Administrative Support:

• Manages calendars for assigned leaders, spanning multiple time zones and locations
• Coordinates travel through Concur, processes expense reports, and handles other administrative tasks for leaders
• Coordinates events and meetings for assigned leaders
• Maintains confidentiality of sensitive information
• Other duties as required to maximize the staff members’ efficiency

WORK ENVIRONMENT:

• Location: Wilmington, MA
• Environment: In-office role in an engineering, sales and marketing office

QUALIFICATIONS:

• Advanced communication skills
• Advanced Microsoft Office skills (Word, Excel, Outlook, PowerPoint, and Visio)
• High degree of professionalism
• High level of interpersonal skills to handle sensitive and confidential situations; position requires demonstrated poise, tact and diplomacy
• Strong attention to detail
• Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Strong analytical skills required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
• Team player mindset
• Strong communication skills with the ability to communicate with all levels within the organization, as well as customers and vendors
• Ability to multitask, switch priorities as needed within a collaborative environment
• Project management skills, with ability to lead small to medium scale projects to completion, involving multiple stakeholders

EXPERIENCE:

• 5+ years office manager experience in a fast-paced, professional environment
• 5+ years administrative assistant experience
• Executive administrative experience preferred

EDUCATION:

• Bachelor’s degree in business or related area preferred

COMPENSATION:

As required by multiple state pay transparency laws, Advanced Energy provides a reasonable range of compensation for each job posting. Actual compensation is influenced by an array of factors including, but not limited to, skill set, level of experience, and specific office location. The range of starting pay for this role is $75,000 to $85,000 per year.

BENEFITS:

As part of our total rewards philosophy, we believe in offering and maintaining competitive compensation and benefits programs for our employees to attract and retain a talented, highly engaged workforce. Our compensation programs are focused on equitable, fair pay practices including market-based base pay, an annual pay-for-performance incentive plan for eligible positions, and a discounted Employee Stock Purchase Plan.

In addition to our competitive compensation practices, we offer a strong benefits package in each of the countries in which we operate. In the U.S., we offer a rich benefits package that includes:

• Medical - multiple medical plans are available to choose from
• Short and long-term disability and life insurance
• Health savings and flexible spending accounts
• Generous time off policy starting with 3 weeks of paid vacation, 7 days of paid sick time, and 12 paid holidays
• 8 hours of paid volunteer time off
• 8 weeks of paid parental leave for both Moms and Dads
• Company matched 401(k)
• Tuition reimbursement
• Expanded mental health coverage and employee assistance programs
• Other voluntary benefits include critical illness, accident and hospital indemnity, pet insurance, identify theft, and legal assistance

Advanced Energy is committed to diversity in its workforce including Equal Opportunity Employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, and/or veteran status.

Advanced Energy is also committed to providing reasonable accommodations in our job application process/procedures for qualified individuals with disabilities. If you require assistance in completing an Advanced Energy application, please reach out to HumanResources@aei.com