Advanced Energy Job Opportunity: Administrative Assistant III

North Carolina Advanced Energy Corporation (Advanced Energy) is a nonprofit energy consulting firm headquartered on NC State University’s Centennial Campus in Raleigh, NC. We strive to ensure that energy is clean, affordable, reliable, efficient and safe for all people. We work with electric utilities; state, federal and local governments; manufacturers and a variety of public and private partners in five markets: residential, commercial and industrial, motors and drives, renewables and electric transportation.

At Advanced Energy, we know that our organization thrives only when our employees are valued and supported. You will be aided in your career goals and be put in a position to excel. You’ll work on teams that promote idea sharing and challenge you to learn and expand your expertise. You’ll also be encouraged to seek work-life balance, with flexible hybrid schedules and an array of leave options so you can spend time with family and pursue personal interests.

We are also committed to fostering, cultivating and preserving a culture of diversity and inclusion. Our staff is the most valuable resource we have, and we appreciate that our employees come from varied backgrounds, cultures and experiences. By providing a supportive and respectful environment that promotes creativity and collaboration, Advanced Energy makes a lasting, positive difference in all of the work we do.

Benefits – Visit our website for more information and a full list of employee benefits – www.advancedenergy.org.

Position Overview

Coordinate and perform administrative support activities for assigned business unit(s) and/or team(s).

Essential Functions

Administrative Support

• Perform front office duties including welcoming visitors, answering multi-line telephone, providing information to callers and/or routing to other personnel and mail distribution. Will rotate regularly as receptionist as well as providing backup coverage during absences
• Maintain calendars and scheduling for business units and teams
• Create, update and maintain documents, reports and files (including presentations, graphs, spreadsheets, mailing lists, etc.) using MS Office software
• Perform data entry into applicable databases
• Coordinate staff travel and lodging
• Respond to customer, supplier, vendor and public inquiries
• Troubleshoot and remedy office equipment issues and provide support to staff
• Transcribe minutes during meetings
• Provide back-up support for other administrative assistants as needed
• Assist with accounting processes such as processing credit card reconciliations and logging deposits
• Prepare check requests for payments
• Maintain and operate billing processes for teams to submit to accounting for invoicing 
• Assist with data collection, preparation and reporting
• Prepare and disseminate surveys to internal staff and/or external clients and compile information
• Recommend and coordinate vendors supplying AE with products or services such as coffee, office supplies, beverages, etc. 
• Assist with facility management by coordinating with cleaning crew, landlord or other relevant parties to address concerns
• Provide USPS and FedEx shipping support
• Mentor and provide training for junior administrative staff
• Provide Human Resources administrative support as needed