[Hiring] Administrative Assistant @UtiliSave LLC

Role Description

Join a lean, high-output team that has delivered more than $700 million in savings and is marching toward $1 billion. This role is for an operations athlete: someone who runs clean systems, moves quickly without dropping details, and keeps others executing at a higher level.

UtiliSave is seeking an Administrative Assistant who is precise, responsive, and highly organized to support operational, client-service, and executive workflows across the company. Based on demonstrated skills, you may be placed in a specific business unit with unit-specific responsibilities such as client relations or data management.

Success in this role requires disciplined execution, strong judgment, and a habit of closing loops without being chased. You are the person who:

• Keeps priorities clear.
• Tracks follow-ups.
• Catches mistakes before others see them.
• Makes it easier for the team to execute.
• Communicates clearly.
• Protects other people's time.
• Takes pride in getting things done right and on time.

Our clients are large organizations with significant utility usage, including:

• Hospitals
• Nursing homes
• Universities
• Hotels
• Government facilities
• Commercial and residential real estate operators

UtiliSave identifies savings opportunities through deep utility tariff expertise, proprietary systems, and rigorous execution.

Within a specific business unit that you will ultimately be assigned, the core skills required include:

• Own calendars, priorities, and follow-ups so deadlines are hit without chasing.
• Turn rough inputs, including notes, emails, and spreadsheets, into clean, accurate, ready-to-use work product.
• Keep shared drives, trackers, files, and records current and organized.
• Monitor open items, close loops, and flag issues early before they become problems.
• Support day-to-day communication with internal and external stakeholders in a prompt, professional manner.
• Assist with research, special projects, and administrative tasks across operations, client service, and leadership functions.
• Handle sensitive information with discretion and good judgment.

Qualifications

• 2+ years of experience in an administrative, operations, executive assistant, client service, or similar support role, ideally in a demanding professional environment.
• Bachelor’s degree required.
• Excellent written and verbal communication skills.
• Professional presence across phone, email, and video.
• Very strong attention to detail and organizational discipline.
• Ability to manage multiple moving pieces without losing track, missing steps, or getting flustered.
• Ability to work independently once expectations are clear and collaborate effectively when needed.
• Strong research, follow-through, and problem-solving skills.
• Strong proficiency in Microsoft Outlook, Excel, and Word, plus comfort with common online collaboration tools.
• Phyton programming skills a plus and should be noted in your submission.
• Fast to learn systems, strong with lists and task tracking, and motivated by clean execution.
• Prior experience in professional services, legal, finance, consulting, or similarly fast-paced environment is a plus.

Requirements

• $35,000 – $40,000 / year depending on experience.
• Full-time.
• Fully remote, US-based (EST hours).

Benefits

• Health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off.