Senior Associate, Office Administration

Fresh Energy is hiring a full-time Senior Associate for Office Administration in St. Paul, MN. This role involves managing daily office operations, including facilities logistics, supply management, front-desk coordination, and vendor relations. The position requires a consistent in-person presence to support staff and ensure an efficient work environment. Compensation ranges from $58,000 to $70,000 annually, with an application deadline of June 30, 2025.
Senior Associate, Office Administration

Application Deadline: 30 June 2025

Department: Operations

Employment Type: Full Time

Location: St. Paul

Compensation: $58,000 - $70,000 / year

Description
Fresh Energy is seeking a full-time Senior Associate, Office Administration to join our Operations team. This position plays a vital role in ensuring that our office runs smoothly, efficiently, and inclusively. The Senior Associate will manage day-to-day operations including facilities logistics, supply and inventory management, front-desk coordination, vendor and contract management, event support, and mail and communications handling. They will also support the broader administration of the organization by maintaining key operational systems and helping to uphold a welcoming, accessible, and productive work environment.

Our story

As experts in energy and climate, Fresh Energy understands that there are solutions within reach that can help us prevent the very worst damages of climate change. For over 30 years, Fresh Energy has been speeding Minnesota’s transition to a clean energy economy to ensure that our region enjoys good health, a vibrant economy, and thriving, equitable communities today and for generations to come. Our mission is to shape and drive bold policy solutions to create equitable carbon-neutral economies by 2050.

Fresh Energy has historically worked to decarbonize the electric power sector, closing coal plants, restricting the build-out of natural gas plants, and facilitating the deployment of carbon-free renewables like wind and solar. In recent years, we have turned our focus to additional sectors of the economy that also require urgent decarbonization. Fresh Energy has been an early proponent of strategic electrification, recognizing that to achieve the level of carbon reduction we need now, we must combine deep decarbonization of electricity generation with thoughtful electrification of buildings, transportation, and other sectors of the economy—while continuing to promote energy efficiency and ensure all solutions are equitable. For those end-uses that cannot be decarbonized via electrification, we also identify and promote the best use cases for low- and zero-carbon alternative fuels while hedging against false decarbonization solutions. However, as Minnesota effectively moves away from carbon-intensive fuel for electricity generation, investments continue in fossil gas infrastructure systems used to heat homes and power industry and agriculture.

Essential Responsibilities
Office Operations and Physical Space Management
• Maintain a consistent in-person presence (4 days per week, 9:00am-3:00pm) to support daily office operations and serve as the primary point of contact for staff, guests, and vendors.
• Provide front-desk coverage as the first point of contact for phone, email, and in-person inquiries.
• Act as lead contact for all incoming calls, relay messages to staff as needed, and manage the info@fresh-energy.org inbox.
• Manage all incoming mail and package delivery, including scanning and uploading checks into the accounting portal.
• Oversee inventory tracking, ordering, and restocking of office supplies and kitchen items (snacks, beverages, etc.).
• Coordinate and maintain copiers, mail systems, and related office equipment; provide access to key systems like door entry cards and computers for new and existing staff.
• Manage parking vendor relationships, track staff parking expenses, and coordinate with the accounting team as needed.
• Support various departments with special projects as needed, providing operational, logistical, or administrative assistance to help ensure successful execution and cross-team collaboration.

Technology Support
• Serve as the primary liaison for internal IT needs, working closely with external IT vendors and staff to troubleshoot and resolve technology issues.
• Provide staff support and coaching on Microsoft 365 tools, especially SharePoint, Outlook, Excel, Word, and Teams, to enhance workflow and hybrid collaboration.
• Assist with staff onboarding and offboarding, ensuring proper distribution and return of technology and office equipment.

Event and Meeting Support
• Serve as greeter and support lead for internal events, board meetings, and other in-person gatherings hosted at the office.
• Coordinate technology, supplies, and hospitality needs for in-office meetings.
• Lead the weekly setup and Zoom coordination for Fresh Energy’s staff meetings, including preparing and distributing the meeting agenda, managing technical logistics, and taking notes to ensure accurate documentation and follow-up.
• Maintain and manage Fresh Energy’s Key Events calendar, ensuring important organizational dates, internal events, and deadlines are accurately tracked and communicated.
• Collaborate with staff and leadership to support internal meetings, retreats, and other hybrid events.
• Assist with external events, outside or within hours, on an as-needed basis.

Administrative and Financial Coordination
• Assist the Director of Executive Operations with accounts payable (AP) and accounts receivable (AR) matters; serve as backup for invoice entry in financial systems.
• Provide backup support to the COO for vendor communication, invoice troubleshooting, and general operations needs.
• Track staff parking reimbursements and other office-related expenses for accounting documentation.

Organizational Culture and HR Support
• Play a leadership role in facilitating Fresh Energy’s Well-Being Committee, helping to coordinate initiatives, support committee members, and ensure alignment with organizational values and staff needs.
• Collaborate with the HR Manager and COO on onboarding and offboarding processes, including equipment handoff and access setup.
• Assist with internal staff recognition efforts, including celebrations for birthdays, work anniversaries, and life events.
• Help foster a positive, inclusive, and welcoming atmosphere for in-office staff and visitors.

Collaboration and Continuous Improvement
• Participate in weekly coach meetings and biweekly check-ins with your operations team.
• Help coordinate the administration and logistics of the upcoming office move, partnering with the COO and other stakeholders.
• Take initiative on projects to improve internal office systems, tools, and operations processes.
• Support the evolution of Fresh Energy’s hybrid work infrastructure, collaborating cross-functionally with staff and the operations team.
• Be flexible and responsive to take on other duties as assigned in support of team and organizational goals.

As a Senior Associate:
• Independently execute projects that generate outcomes and help achieve specific organizational targets.
• Actively participate in setting team targets and report on targets with minimal assistance from supervisor.
• Actively participate in cross-department and organization-wide initiatives and opportunities to engage with external partners.

Skills, Knowledge and Expertise
Demonstrated experience and enthusiasm for office administration, with a strong willingness to learn from diverse perspectives and ideas. Committed to growing within Fresh Energy’s collaborative culture and contributing meaningfully to its mission, including support for climate action. Proven administrative expertise, particularly in office operations and support, combined with humility and the ability to work effectively with colleagues, partners, and individuals with a wide range of viewpoints, is essential.
• Bachelor's degree in business administration, or a related field.
• At least 3 years of experience in office operations, administrative support, or workplace coordination, preferably in a hybrid and nonprofit environment.
• Advanced experience in using Zoom, Microsoft Office, Google Workspace, and other administrative or project management platforms.
• Knowledge of or interest in sustainability, climate, or clean energy advocacy and mission.
• Experience in the nonprofit sector or a similar industry is a plus.
• Demonstrated ability to plan and implement work with a high level of independence.
• Ability to collaborate effectively with strong emotional intelligence.
• Exceptional interpersonal skills, with the ability to build relationships across all levels of the organization.
• Strong written and verbal communication skills, including experience preparing agendas, taking meeting notes, and coordinating logistics.
• Excellent attention to detail.
• Ability to maintain a welcoming and professional presence as the first point of contact at the front desk.
• Demonstrated service orientation including being open to problem-solving needs outside of working hours when required, and in coordination with COO.
• Experience with vendor coordination and relationship, facilities management, or event support is preferred.
• Experience supporting or having a strong interest in internal committees or workplace wellness initiatives is preferred.

Compensation and Benefits
• Starting salary range: $58,000-$70,000 based on experience with opportunity for compensation change based on performance, equity across the organization, strategy, and organizational budget.
• Full-time, exempt position, working 36 hours per week. We believe in caring for others at work and at home. Fresh Energy is committed to keeping the workload in alignment with the true hours worked and respecting the space needed to take personal time to care for your well-being and your family members.
• From day one, 24 days of PTO (increases each year of employment), 15 paid holidays, and a flexible, family-friendly schedule; where every Fridays the office closes at noon.
• We provide medical and dental plans, additional voluntary vision, short- and long-term disability, life, AD&D insurance, and 5 percent of annual salary contribution to your 403(b)-retirement plan from your first day at Fresh Energy. Fresh Energy will contribute a match of 1:1 up to 3% of your eligible gross salary should you decide to contribute to your plan.
• In addition, we incentivize transit, biking, and walking, offering a dollar-for-dollar bus pass match, $1 for each trip to and from work by bike or walk, and an indoor bike storage area.
• We pay 50% of the day’s parking for a full-time employee who would like to use this benefit for business parking (i.e. working from the Fresh Energy Office or in downtown St. Paul) at a covered lot in downtown St. Paul that Fresh Energy contracts with. The Employee will pay the remaining 50% of the daily parking fee. The total cost per Employee is pay-per-use.
• Generous parental and family care leave eligible on the first day of full-time employment. Eligible employees are entitled to up to twelve (12) weeks of leave under this policy. Fresh Energy will pay an eligible employee for the first six (6) weeks of leave with the rest of the leave being unpaid or being paid through the use of PTO. A full-time employee can carry-over the eligible 80 PTO hours each fiscal year plus up to an additional 80 hours of leave to cover the remaining 6-weeks that is not paid by Fresh Energy. Employees returning from leave are eligible for a flexible work schedule subject to coordination with their managers.
• We promote and sponsor individual and joint professional workshops and trainings. Each employee is eligible for $1,000 per year to support professional development activities.
• We are intentional in co-creating relevant and inclusive flexible hybrid workplace. We foster a respectful, collaborative, and fun work environment.

Fresh Energy’s Core Values and Guiding Principles and Equal Opportunity Employer Policy reflect our commitment to ensure equality, treat everyone with respect, and promote diversity in the workplace.