Administrative Assistant

UtiliSave LLC; New York (NY); Remote; USD 35,000 - 40,000; Full time

Job summary

UtiliSave is seeking an Administrative Assistant who is precise, responsive, and highly organized to support operational, client-service, and executive workflows across the company. The role offers full-time, fully remote work based in the United States (EST hours) and may place you in a unit with unit-specific responsibilities such as client relations or data management.

Requirements include 2+ years in a relevant support role, a Bachelor's degree, and strong written and verbal communication.

Qualifications

• 2+ years in administrative, operations, or similar support role.
• Bachelor's degree required.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational discipline.
• Ability to manage multiple moving pieces without losing track.
• Experience in professional services, legal, finance, or consulting is a plus.

Responsibilities

• Support operational, client-service, and executive workflows across the company.
• 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.
• Assist with research, special projects, and administrative tasks across operations, client service, and leadership functions.
• Handle sensitive information with discretion and good judgment.

Skills

Calendar management

Follow-up discipline

Organizational skills

Communication skills

Detail-oriented

Multitasking

Research skills

Problem solving

Microsoft Office

Outlook

Excel

Word

Python basics

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Office

Online collaboration tools

Job 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 has been an industry leader in utility bill auditing and energy efficiency services for more than 35 years. UtiliSave is seeking an Administrative Assistant who is precise, responsive, and highly organized to support operational, client-service, and executive workflows across the company, and based on demonstrated skills 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, and makes it easier for the team to execute. You communicate clearly, protect other people's time, and take 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, and commercial and residential real estate operators. UtiliSave identifies savings opportunities through deep utility tariff expertise, proprietary systems, and rigorous execution.

Requirements

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

COMPENSATION

$35,000 - $40,000 / year

Depending on experience

• Full-time
• Fully remote, US-based (EST hours)

Requirements

• 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

Benefits

Benefits include health, dental, and vision insurance; 401(k) with company match; and paid time off.