Administrative Assistant II

Willdan is a national leader in implementing energy and infrastructure programs. The exciting and growing energy sector provides Willdan employees with an opportunity to contribute to the clean energy economy. Beyond the day-to-day, this role offers a gateway into the energy and sustainability sector. You'll be joining a collaborative team helping to deliver impactful energy solutions to communities, businesses, and institutions. Growth and advancement opportunities are available as Willdan continues to grow in the clean energy and engineering services industry.

Willdan is seeking a a proactive, highly organized Administrative Assistant to provide critical administrative and clerical support to senior management while ensuring the smooth day-to-day functioning of our office operations.

Essential Duties and Responsibilities

• Maintain office supply and refreshment inventory, liaise with vendors, and ensure smooth facility operations of the Downtown Los Angeles Office.
• Process incoming calls, mail, e-mail, route documents, manage conference room and office calendars, and oversee filing systems (digital and physical).
• Serve as the first point of contact for office visitors and client inquiries, maintaining a polished, professional front.
• Prepare for and host internal, client, and partner meetings including preparing agendas, ordering meals and refreshments, and ensuring clean and professional meeting spaces both before and after events.
• Manage executive calendars and coordinate scheduling of internal and external meetings, site visits, and inspections.
• Prepare and distribute agendas, record meeting minutes, and track follow-ups to ensure deadlines are met.
• Draft, format, and proofread internal and client-facing documents, memos, and correspondence.
• Compile, track, and submit executive expense reports in a timely and accurate manner.
• Coordinate travel arrangements and maintain records of reservations and itineraries.
• May work in multiple office locations and limited travel as needed.

Job Requirements / Qualifications

• Associate or bachelor's degree preferred; equivalent combination of education and experience considered.
• Minimum of 3-5 years in an administrative, executive assistant, or office manager role.
• Demonstrated ability to handle confidential information with professionalism and discretion.
• Excellent verbal and written communication skills; customer service orientation.
• Ability to work with all levels of internal staff, as well as outside clients and vendors.
• Experience coordinating meetings, maintaining calendars, tracking invoices, and managing multiple priorities with minimal supervision.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams); comfort with database systems and expense tools.
• Able to work independently and collaboratively in a fast-paced, mission-driven environment.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement:
Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Willdan Energy Company participates in E-Verify.